OPERATIONS & MGMT CONSULTANT II-SES - 37000469

State of Florida • TALLAHASSEE, FL

45d • Onsite

About The Position

This position is located in Tallahassee, FL. The Operations and Management Consultant II-SES will maintain the Division Director’s calendar, handle appointment requests, schedule and organize meetings, and coordinate travel arrangements. This role also involves maintaining the division calendar, assisting Assistant Directors with their calendars and meeting scheduling, and managing the Division Director’s Office records, files, and reports. A tracking and reminder system for assignments and documentation routed through the Director’s and Assistant Directors’ offices will be maintained to ensure timely processing. The position handles incoming and outgoing phone calls, manages call records, and monitors the Division Director’s email to ensure urgent matters are addressed promptly. Correspondence preparation and review are also key duties. This role serves as an internal and external division liaison with various state agencies and bureaus, coordinating information flow and tracking requests. Travel coordination, including authorizations and reimbursements, is another responsibility. Administrative duties for the Director’s Office include managing procurement processes (MFMP NextGen/Ariba on Demand), P-Card usage, property contact responsibilities, vehicle log and maintenance coordination, cell phone record submission, mail handling, and office supply management. The position supervises the Division Director’s Office OPS Government Operations Consultant I and serves as the Division’s audit coordinator.

Requirements

• Administrative and office principles, procedures, and practices.
• The methods of data collection.
• Principles and techniques of effective verbal and written communications.
• Use of computers.
• Work independently.
• Handle multiple tasks in a fast paced environment.
• Understand and apply applicable rules, regulations, policies and procedures.
• Plan, organize and coordinate work assignments.
• Deal with the public in a tactful and courteous manner.
• Organize, sort, prioritize and route incoming and outgoing messages and mail.
• Initiate and proof all correspondence using correct spelling, grammar and punctuation.
• Prepare and process routine forms such as travel authorizations and reimbursements.
• Establish and maintain effective working relationships with others.
• Knowledge of management principles and techniques
• Maintain a valid driver license.
• Valid driver license.
• Successful completion of background screening will be required for this position.

Nice To Haves

• Experience utilizing Microsoft Office Suite with proficiency using Outlook.
• Experience in preparing travel arrangements and reimbursements in a professional setting.
• Experience in preparing State of Florida travel authorizations and reimbursements through the Statewide Travel Management System (STMS).
• Experience in the State of Florida P-Card Works program and using a state issued P-Card.
• Experience with purchasing through MyFloridaMarketPlace (MFMP) following State of Florida purchasing rules and guidelines.

Responsibilities

• Maintains the Division Director’s calendar, handles appointment requests, schedules and organizes meetings, coordinates travel arrangements and other administrative duties as needed.
• Maintains the division calendar and prompts bureau chief participation in identifying and recording key meeting dates and deadline-oriented requests.
• Routinely assists the Assistant Directors with calendars, appointment requests and meeting scheduling.
• Maintains Division Director’s Office records, files and reports.
• Maintains a tracking and reminder system for assignments issued by the Division Director and for documentation that is routed through the Division Director and Assistant Directors.
• Ensures that requests are processed and tracked.
• Handles incoming and outgoing phone calls, manages call records and maintains a standard of quick response to inquiries and requests.
• Monitors Division Director’s email to make sure that important and urgent matters are given attention, handled and routed in a timely manner.
• Prepares and reviews correspondence as needed by Division Director and Assistant Directors.
• Acts as the internal and external division liaison with central office bureaus, district bureaus, the Deputy Secretary’s office, other DEP divisions and other state agencies.
• Coordinates a smooth flow of information.
• Ensures that requests for information are processed and tracked.
• Assists Division Director and Assistant Directors with travel coordination and planning, including submitting travel authorizations and reimbursements.
• Assists with monitoring the Division Director and Assistant Directors’ queues to move forward approvals/requests in a timely manner.
• Handles administrative duties for the Director’s Office including managing MFMP NextGen/Ariba on Demand for entering requisitions and receiving invoices on purchase orders and paying monthly invoices, ordering items with a P-Card, serving as property contact, submitting monthly vehicle logs and gas receipts, coordinating service and maintenance for the office vehicle, submitting monthly cell phone records, sorting and sending mail, and maintaining office supplies.
• Supervises the Division Director’s Office OPS Government Operations Consultant I Position.
• Serves as Division’s audit coordinator.

Benefits

• Annual and Sick Leave benefits
• Nine paid holidays and one Personal Holiday each year
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
• Retirement plan options, including employer contributions
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed