OPERATIONS OFFICE MANAGER - 55009375

State of Florida

3d•Onsite

About The Position

This position will ensure the efficient, compliant, and strategic operation of administrative, fiscal, and personnel functions within the agency by supervising staff, coordinating workflows, and enforcing policies and procedures to support the timely processing of personnel actions, procurement, budgeting, and records management. It serves as a key liaison between management, Human Resources, and operational units, facilitating clear communication and informed decision-making while strengthening fiscal accountability through oversight of purchasing, inventory control, and budget monitoring in accordance with state statutes and departmental guidelines. Through effective leadership, process oversight, and continuous monitoring, the position enhances organizational efficiency, supports operational readiness, and enables the agency to deliver high-quality services to internal stakeholders and the public.

Requirements

Knowledge of: Personnel procedures, principles, policies and practices.
Knowledge of: Budget management and procurement of goods and services.
Knowledge of: Data collection, process improvement, strategic planning and quality management concepts.
Skills in: Using computer software applications
Ability to: Review data for completeness and compliance with applicable authority.
Ability to: Work independently and make decisions.
Ability to: Lead individuals, supervise people and direct teams.
Ability to: Comprehend, interpret and apply rules, regulations, policies, procedures.
Ability to: Communicate effectively orally and in writing with various levels of customers.
Ability to: Establish and maintain effective working relationships.
Ability to: Determine work priorities, assign work and ensure timely completion of assignments.
Ability to: Implement career development plans.
Ability to: Create and produce reports.
Ability to: Assess budgetary needs.

Responsibilities

Supervises employees by spending the majority of their time communicating regularly, motivating, training, evaluating and planning and directing employee's work.
Directs, coordinates and reviews the work of subordinate employees to ensure efficient and timely processing of administrative matters; in the completion of various personnel actions, fiscal, employee training/travel, resource inventory, disposal and loss prevention, records retention/Electronic Document Management System (EDMS), warehouse operation, typing, filing and receptionist duties.
Supervises fiscal personnel responsible for the ordering, receipt, payment and distribution of all unit materials, goods and services.
Assists supervisors in preparing disciplinary actions, grievances, terminations, and other personnel related matters.
Prepares position description changes and appointment packages.
Processes job description changes, upgrading, downgrading job descriptions.
Initiates job requisitions and acts as time keeper in the People First system as needed.
Maintains position and hiring files.
Ensures compliance with policies, rules and procedures.
Serves as liaison between management and District Human Resources Office.
Attends management and staff meetings to keep subordinates and superiors informed of administrative requirements and need-to-know information.
Reviews and approves unit purchases for overhead, fuel, utilities and miscellaneous products/services and contractual services.
Maintains and tracks rate utilization for DeLand Operations cost centers.
Provides guidance and makes recommendations to the DeLand Operations Engineer.
Provides controls and procedures for continual monitoring and overview of budgetary and financial matters.
Provides current information and oversees compliance on policies and procedures.
Manages and assures completion and accuracy of all fiscal documents processed.
Ensures that all inquiries made or assigned to the DeLand Operations Engineer are responded to accurately and in a timely manner.
Oversees and approves procurement of goods and commodities utilizing departmental purchase and Minority Business Enterprise policies and procedures.
Has Local Purchase Order signature authority, purchasing not exceeding $20,000.
Has vendor invoice/warrant processing responsibility in accordance with 215.422 F.S. (Florida Statute).
Responsible for the timely and accurate processing of payments.
Has emergency P-card authority.
Serves as unit custodian responsible for supervision of annual inventory.
Oversees inventory procurement, tracking, identification and surplusing of physical property in compliance with District and Department property procedures.
Manages the Electronic Document Management System to ensure that all documents are properly scanned, filed and distributed.
Oversees records retention periods and effective destruction of records.
Develops mechanisms to accurately track annual rate utilization for cost centers on an on-going basis.
Assists the Operations Engineer in developing annual rate plan, commensurate with available rate dollars and unit needs.
Prepares market parity analysis and other staffing and pay studies as required by and for higher authority.
Develops, monitors and tracks unit's annual operating overhead budget, ensuring proper expenditures of state funds.
Assists Operations Engineer in assessing, estimating and obtaining equipment, services and other commodities as directed by Department procedures and requirements.
Provides regular budgetary status reports to unit and District budget personnel to facilitate end of year balance.
Develops and maintains a database of supplies and personnel needed for emergency response.
Maintains and updates on a quarterly basis contact information for emergency personnel.
Creates and maintains a log of small equipment such as chain saws, pole saws, weed eaters, generators, etc.
Maintains inventory assignment sheets for all small equipment.
Maintains an inventory of hurricane emergency supplies and equipment including generators, critical items, roadway supplies, and small equipment.
Recommends necessary purchases.
Provides status reports to supervisor on a quarterly basis.
Leads administration and warehouse sections, process improvement plans and strategies as relates to unit and District Business Plan.
Assists subordinates in applying best practices to improve existing processes and implement new ones.
Updates unit Business Plan, participates in Operations Management team, Operations Circle.
Develops local administrative operating procedures in support of unit's mission, vision and values.
Oversees the office website design and updates.
Ensures that all inquiries, requests for review and Public Records Requests assigned to Operations Center are responded to accurately and in a timely manner
Monitors building/facility access cards and hours for staff and consultants.