OPS PROGRAM OPERATIONS ASSISTANT - 72901530

State of Florida • TALLAHASSEE, FL

6d • Onsite

About The Position

The Florida Digital Service provides enterprise leadership to advance the secure, responsible, and effective use of data across Florida state government. The Program Operations Assistant provides part-time operational and technical support within the Office of the State Chief Data Officer (OSCDO). The position performs structured, supervised work that improves the quality, consistency, documentation, and efficiency of OSCDO operations and enterprise data initiatives.

Requirements

• Ability to organize, validate, and maintain structured project and operational information with strong attention to detail.
• Ability to communicate clearly in writing and prepare concise process documentation, meeting records, checklists, and reference materials.
• Ability to learn and use collaboration and project-management technologies such as Microsoft 365, SharePoint, Smartsheet, Azure DevOps, Microsoft Forms, and Power Automate.
• Ability to analyze recurring business processes, identify inconsistencies or inefficiencies, and document practical improvement opportunities.
• Ability to use approved productivity, artificial intelligence, and automation tools responsibly for research, documentation, analysis, scripting, and workflow prototyping, with appropriate human validation and compliance with applicable data-handling, security, privacy, records-management, and acceptable-use requirements.
• Ability to follow established procedures, handle internal information appropriately, and escalate questions or decisions that require professional judgment.
• Basic proficiency with spreadsheets, word processing, presentations, and other common productivity applications.
• Ability to manage multiple assignments, meet deadlines, and work collaboratively with technical and nontechnical staff.
• Experience with Microsoft 365 or comparable productivity tools.
• Demonstrated organizational, written communication, and problem-solving ability.

Nice To Haves

• Current enrollment in or recent completion of coursework in business administration, public administration, information systems, project management, communications, information science, or a related field is preferred but not required.
• Experience with SharePoint, Smartsheet, Azure DevOps, Microsoft Forms, Power Automate, scripting, or comparable collaboration and automation tools.
• Experience using approved generative artificial intelligence or AI-assisted productivity/development tools in a structured academic or work setting.
• Interest in project management, process improvement, information management, digital government, or technology operations.

Responsibilities

• Support recurring program and project management activities by collecting, organizing, validating, and maintaining project status information and supporting records.
• Prepare inputs for weekly portfolio reviews, including Azure DevOps exports, action-item status, evidence links, work-intake records, schedules, and other supporting information.
• Review project and program records for missing, stale, duplicate, or inconsistent information and coordinate proposed corrections with appropriate staff.
• Maintain meeting notes, action items, decision records, recurring deliverable calendars, and other operational records used to manage OSCDO initiatives.
• Assist staff with maintaining consistent naming, filing, version-control, and documentation practices.
• Inventory SharePoint sites, lists, libraries, forms, Smartsheet resources, and related collaboration assets used by the office.
• Document the purpose, owner, intended use, and authoritative location of shared information resources.
• Identify redundant, obsolete, or inconsistently organized resources and prepare cleanup or consolidation recommendations for staff approval.
• Implement approved organizational, naming, and information-management changes while preserving required records and access controls.
• Assist with maintaining organized, usable collaboration environments that support recurring office operations.
• Observe recurring business processes and develop standard operating procedures, checklists, process maps, templates, and reference materials.
• Use approved productivity, artificial intelligence, automation, and low-code tools to assist with research, documentation, analysis, and development of lightweight process improvements, with outputs reviewed and validated before use.
• Assist with prototyping and testing automations using approved tools such as Power Automate, Microsoft Forms, SharePoint, Smartsheet, scripts, queries, and related technologies.
• Document automated or technology-assisted workflows, including inputs, outputs, validation steps, limitations, and required human review.
• Identify repetitive administrative activities that may be candidates for simplification or automation and prepare prototypes or recommendations for staff evaluation.
• Conduct structured research and prepare supporting materials for office initiatives, workgroups, meetings, and management reviews.
• Perform quality checks on documents, records, links, templates, and other operational artifacts.
• Perform other duties as assigned in support of the Office of the State Chief Data Officer.

Benefits

• Criminal background investigation including fingerprinting and statewide and national criminal history records check per Section 110.1127 Florida Statutes, Chapter 435 Florida Statutes, and the Federal Bureau of Investigation’s CJIS Security Policy CJISD-ITS-DOC-08140-4.5
• Ability to sit for extended periods of time.
• Ability to stand for extended periods of time.
• Ability to drive and/or fly for long distances.
• Ability to lift, push and pull up to 30lbs.
• DMS is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce.
• We recognize the extensive training, experience and transferrable skills that veterans and individuals with disabilities bring to the workforce.
• Veterans and individuals with disabilities are encouraged to contact our recruiter for guidance and answers to questions through the following provided email addresses: [email protected] [email protected]
• An individual with a disability is qualified if he or she satisfies the skills, experience, and other job related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation.
• Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DMS Human Resources (HR) Office at [phone].
• DMS requests applicants notify HR in advance to allow sufficient time to provide the accommodation.
• Criminal background investigation including fingerprinting and statewide and national criminal history records check per Section 110.1127 Florida Statutes, Chapter 435 Florida Statutes and the Federal Bureau of Investigation’s CJIS Security Policy CJISD-ITS-DOC-08140.
• Pursuant to F.S. 215.422 every officer or employee who is responsible for the approval or processing of vendors’ invoices or distribution of warrants to vendors are mandated to process, resolve and comply as section 215.422 requires
• Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735).
• Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.
• The State of Florida supports a Drug-Free workplace.
• All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed