68900364 - OPS GOVERNMENT OPERATIONS CONS I

State of Florida•Tallahassee, FL

12d•$20 - $29•Onsite

About The Position

This is not a remote worker (teleworker) position. SALARY RANGE: $20 - $29 hourly rate A good attendance is essential for any individual in this position as the work involved occurs daily and is time sensitive. The individual in this position is expected to report to work daily and on time. This position serves as assistant to the Bureau Chief, providing administrative support and performing clerical functions within the Bureau of Purchasing and Contract Administration (BPCA). This position is responsible for the following duties: General Office Support: Assist the Bureau Chief and BPCA staff with scheduling meetings, securing and setting up conference rooms, and greeting and escorting visitors to and from designated meeting locations; assist with tracking deadlines for report submission and other requests received from the Executive Leadership Team (ELT) and other important parties; assist the Bureau Chief with drafting, review, and compilation of communications, summaries and other documents as needed; assist the Bureau Chief and BPCA units with maintaining the bureau’s internal and external websites; track the BPCA property inventory; coordinate review and approval of BPCA policies, forms and other documents as needed; manage the overall cleanliness and appearance of the BPCA office suite, ensuring that the breakroom, conference room and other common areas within BPCA are clean and neatly organized; and coordinate with the Agency facilities team as issues or needs arise. Inventory and Orders: Monitor, organize, and maintain office supplies and equipment and create and submit purchase requisitions within MyFloridaMarketPlace (MFMP) to procure commodities and services for BPCA on an as needed basis; ensure that all orders are timely delivered; ensure orders are received and invoices are timely submitted for payment; and ensure invoices have been paid. Public Records: Serve as the BPCA public records coordinator, monitoring and managing public records requests that are assigned to BPCA; monitor the Agency’s public records request tracking system for new assignments; coordinate with BPCA staff to fulfill public records requests; liaise with the Office of General Counsel to ensure public records requests are fulfilled appropriately; and manage the disposition process for records that have reached the end of their mandatory retention period. Personnel Liaison: Serve as the personnel liaison for BPCA and assist hiring managers with developing and routing personnel documents for approval; assist with candidate screenings; schedule interviews in coordination with BPCA hiring managers; ensure all hiring documentation is obtained and completed; and route for final approval to hire. Budget Tracking: Maintain the annual budget for BPCA, track all expenditures throughout the year, and assist the Bureau Chief and unit supervisors with developing an Annual Operating Budget (AOB) request for BPCA each fiscal year. Perform other duties as assigned.

Requirements

Strong organizational skills.
Strong attendance record and a high level of reliability.
Must possess a great attitude and willingness to learn.
Strong customer service skills.
Fundamental knowledge of office management and clerical skills.
Ability to write professionally and review documents for formatting, grammar and spelling.
Ability to communicate, both verbally and in writing.
Ability to coordinate and liaise with others.
Knowledge of Microsoft Office applications, including Word, Excel, Outlook and PowerPoint.
Ability to learn Microsoft SharePoint and other software and systems.
One (1) year of experience working in a customer service environment.
One (1) year of experience working with Microsoft Office products (Word, Excel, Outlook and PowerPoint).

Responsibilities

Assist the Bureau Chief and BPCA staff with scheduling meetings, securing and setting up conference rooms, and greeting and escorting visitors to and from designated meeting locations
Assist with tracking deadlines for report submission and other requests received from the Executive Leadership Team (ELT) and other important parties
Assist the Bureau Chief with drafting, review, and compilation of communications, summaries and other documents as needed
Assist the Bureau Chief and BPCA units with maintaining the bureau’s internal and external websites
Track the BPCA property inventory
Coordinate review and approval of BPCA policies, forms and other documents as needed
Manage the overall cleanliness and appearance of the BPCA office suite
Coordinate with the Agency facilities team as issues or needs arise
Monitor, organize, and maintain office supplies and equipment
Create and submit purchase requisitions within MyFloridaMarketPlace (MFMP) to procure commodities and services for BPCA on an as needed basis
Ensure that all orders are timely delivered
Ensure orders are received and invoices are timely submitted for payment
Ensure invoices have been paid
Serve as the BPCA public records coordinator, monitoring and managing public records requests that are assigned to BPCA
Monitor the Agency’s public records request tracking system for new assignments
Coordinate with BPCA staff to fulfill public records requests
Liaise with the Office of General Counsel to ensure public records requests are fulfilled appropriately
Manage the disposition process for records that have reached the end of their mandatory retention period
Serve as the personnel liaison for BPCA and assist hiring managers with developing and routing personnel documents for approval
Assist with candidate screenings
Schedule interviews in coordination with BPCA hiring managers
Ensure all hiring documentation is obtained and completed
Route for final approval to hire
Maintain the annual budget for BPCA, track all expenditures throughout the year
Assist the Bureau Chief and unit supervisors with developing an Annual Operating Budget (AOB) request for BPCA each fiscal year
Perform other duties as assigned

Benefits

Health insurance (i.e., individual and family coverage) to eligible employees
Life insurance: $25,000 policy is free plus option to purchase additional life insurance
Dental, vision and supplemental insurance
State of Florida retirement options, including employer contributions
Ability to earn up to 104 hours of paid annual leave as a new employee with the State of Florida
Ability to earn up to 104 hours of sick leave annually
Nine paid holidays and 1 personal holiday each year
Opportunities for career advancement
Tuition waivers (accepted by major Florida Colleges/universities)
Student loan forgiveness opportunities (eligibility required)
Training opportunities
Flexible Spending Accounts
Shared Savings Program for select medical services
Lower copays for prescription drugs
Health and Wellness discounts