OPERATIONS REVIEW SPECIALIST - 37010288

State of Florida • TALLAHASSEE, FL

4d • Onsite

About The Position

This is an Operations Review Specialist position in the Division of Air Resource Management's Office of Business Planning that will conduct organizational studies and evaluations on office procedures providing technical assistance and developing procedures to assist the Division of Air Resource Management to operate more efficiently and effectively. The primary responsibility of this position is to act as an assistant and backup to the Division’s Budget Coordinator and the Division’s Grants Program Consultant and to assist management on a variety of matters, including contracts/grants management, travel processing, tacking training budget, and purchasing.

Main Backup to Division Budget Coordinator
This position functions as the main backup to the Division’s Budget Coordinator. Assists with the daily operations related to the Division’s budget, development of legislative budget requests, and other financial information for all budget entities within the Division. Assists with development and tracking of the federal work plan, related grant applications, and program commitments. Research and report on grant activities for the statewide Air Program directed by the Budget Coordinator. Maintains knowledge and understanding of the relevant Florida Statutes and Florida Administrative Codes and federal program requirements relating to budget development, contracts, and grants management. Maintains effective and positive communications with coworkers and external parties.

Contracts/Grants Management
This position serves as backup to the Division’s Grants Program Consultant for local program grant agreements. Serves as backup contract manager for other Division grants and contracts. Maintains all certifications as required by the Department of Financial Services to manage grants and contracts for the Division. Ensure that grants and contracts are executed in a timely manner and meet all deadlines. Contributes to the development and management of grant-funded projects and contracts under Florida’s Diesel Emission Mitigation Plan and the United States Environmental Protection Agency’s (EPA) Diesel Emission Reduction Act. Contributes to the planning, coordination, and management of stakeholder engagement and outreach efforts to develop grant projects. Processes and submits to Finance & Accounting reimbursement requests for grants and contracts managed by the Division.

Business Operations Analyst This position analyzes operational and performance data to identify trends, issues, and opportunities for improvement. Develops and maintains reports, dashboards, and performance tracking tools to support data-driven decision-making. Evaluate existing business processes and recommend improvements to increase efficiency, reduce costs, and enhance effectiveness. Collaborates with cross-functional teams to ensure alignment between operational activities and business objectives. Tracks and reports on key performance indicators (KPIs) to monitor organizational performance. Supports forecasting, budgeting, and strategic planning through analysis of historical and current data. Investigates operational issues, performs root cause analysis, and recommends actionable solutions to leadership. Documents business processes and communicate insights and findings to the Budget Coordinator to support continuous improvement initiatives.

Other Duties
Provides general operational support to OBP staff and management as necessary, including but not limited to special projects, coordination of briefings, meetings, and workshops.

Performs other duties as assigned.

Requirements

• Knowledge of office procedures and practices
• Knowledge of travel documentation
• Knowledge of purchasing
• Knowledge of P-Card management
• Knowledge of grants
• Knowledge of contract management
• Skilled in the use of a personal computer
• Skilled in the use of office equipment
• Ability to communicate effectively verbally and in writing
• Ability to maintain orderly filing systems
• Ability to plan goals, objectives and activities and schedule related tasks
• Ability to use good organizational skills
• Ability to work effectively with peers, management, industry and the public
• Ability to be an effective, conscientious and respectful team member
• Ability to maintain effective working relationships with others
• Valid Driver’s license
• Travel on state business
• At least six years of verifiable related experience in accounting, bookkeeping or office management.
• Post-secondary degrees may be used as an alternative for the required years of experience on a year-for-year basis plus two years of verifiable related experience.

Nice To Haves

• Knowledge and/or experience with the State of Florida’s Purchasing Card (P-Card)
• Knowledge and/or experience with My Florida Market Place (MFMP)
• Knowledge and/or experience with P-Card WORKS
• Knowledge and/or experience with DEP’s Business Portal - Electronic Forms and Flow (ELLF)
• Knowledge and/or experience coordinating and supporting work-related travel
• Knowledge and/or experience providing operational support in a corporate or government office environment
• Experience in administering or supporting business operations within a public or private organization
• Experience in public administration, budget development, budget management, or procurement
• Experience in organizing or utilizing complex data sets
• Experience working with data management software or programs

Responsibilities

• Conduct organizational studies and evaluations on office procedures.
• Provide technical assistance and develop procedures to improve efficiency and effectiveness.
• Act as an assistant and backup to the Division’s Budget Coordinator.
• Act as an assistant and backup to the Division’s Grants Program Consultant.
• Assist management with contracts/grants management, travel processing, tracking training budget, and purchasing.
• Assist with the daily operations related to the Division’s budget.
• Assist with development of legislative budget requests.
• Assist with financial information for all budget entities within the Division.
• Assist with development and tracking of the federal work plan, related grant applications, and program commitments.
• Research and report on grant activities for the statewide Air Program.
• Maintain knowledge of relevant Florida Statutes and Florida Administrative Codes and federal program requirements relating to budget development, contracts, and grants management.
• Serve as backup contract manager for other Division grants and contracts.
• Maintain certifications required by the Department of Financial Services to manage grants and contracts.
• Ensure grants and contracts are executed in a timely manner and meet all deadlines.
• Contribute to the development and management of grant-funded projects and contracts under Florida’s Diesel Emission Mitigation Plan and the EPA’s Diesel Emission Reduction Act.
• Contribute to the planning, coordination, and management of stakeholder engagement and outreach efforts to develop grant projects.
• Process and submit reimbursement requests for grants and contracts.
• Analyze operational and performance data to identify trends, issues, and opportunities for improvement.
• Develop and maintain reports, dashboards, and performance tracking tools.
• Evaluate existing business processes and recommend improvements.
• Collaborate with cross-functional teams to ensure alignment between operational activities and business objectives.
• Track and report on key performance indicators (KPIs).
• Support forecasting, budgeting, and strategic planning.
• Investigate operational issues, perform root cause analysis, and recommend solutions.
• Document business processes and communicate insights and findings.
• Provide general operational support to OBP staff and management.
• Coordinate briefings, meetings, and workshops.
• Perform other duties as assigned.

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: Associate degree