OPS SENIOR CLERK - 42902313

State of Florida • Tallahassee, FL

2d • $21

About The Position

The OPS Sr Clerk supports the Events Section in planning, coordinating, and executing events that promote division programs. This role assists with all aspects of event logistics, budgeting, vendor coordination, and post-event evaluation to ensure successful delivery within established timelines and budgets.

Requirements

• A high school diploma or its equivalent and one (1) year of secretarial or clerical work experience.
• College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for the required work experience.
• Vocational/technical training in the area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for the required work experience.
• Must be able to travel approximately 25% of scheduled hours.
• Monthly travel will vary based on activities scheduled (reviews, technical assistance, workshops, conferences).
• Must be willing to obtain additional training appropriate to job functions.
• Assist with emergency management functions during disaster response periods.
• Knowledge of industry principles and practices of meeting and event planning
• Knowledge of the principles and techniques of effective communications
• Knowledge of program planning and evaluation techniques
• Knowledge of Event Management Software, such as Whova, Cvent
• Skill in project management, scheduling and estimating
• Skill in Microsoft Office applications (e.g., Word, Excel, PowerPoint, Outlook, SharePoint, Teams)
• Ability to conceptualize, develop, produce and evaluate events
• Ability to plan, organize and coordinate work assignments
• Ability to develop, negotiate and oversee contracts
• Ability to conduct research and analyze data
• Ability to establish and maintain effective working relationships with others
• Ability to work effectively without day-to-day direct supervision
• Ability to establish and maintain productive business relationships
• Ability to communicate effectively both orally and in writing with internal and external customers
• Ability to work effectively under pressure and meet strict deadlines while maintaining extreme attention to detail
• Ability to manage multiple projects independently

Responsibilities

• Assist in planning, organizing, and facilitating events that promote division programs.
• Support pre-event logistics, onsite management, and post-event follow-up.
• Coordinate event setup, breakdown, and ensure smooth execution of all activities.
• Assist in developing and managing event schedules, including run-of-show, site specifications, staffing plans, and walkthroughs.
• Support invitation, registration, and attendee check-in processes.
• Participate in branding and marketing discussions for events.
• Identify and troubleshoot issues promptly using tact and discretion.
• Assist in developing annual event budgets and plans.
• Monitor event budgets to prevent cost overruns and attrition charges.
• Shadow purchase order and contract processes for vendors and venues.
• Review and reconcile vendor invoices; process payments in compliance with prompt payment requirements.
• Coordinate event planning meetings and ensure accurate meeting minutes.
• Collaborate with staff to evaluate event effectiveness and recommend improvements.
• Help establish and maintain standardized event procedures and timelines.
• Research industry trends, cost drivers, and market conditions to inform planning strategies.
• Explore tools and technologies to enhance event satisfaction and participation.
• Participate in brainstorming sessions to improve event quality and services.
• Represent the division at state and national conferences, meetings, and events.
• Build and maintain relationships with vendors, venues, and event professionals.
• Maintain databases of division events and potential venues for future solicitations.
• Perform other related duties as assigned.

Benefits

• Participation in state group insurance (must meet eligibility requirements);
• Participation in the Florida Deferred Compensation Plan (457b).
• State of Florida 401(a) FICA Alternative Plan (tax deferred Retirement Savings Plan).
• Flexible Spending Accounts;
• Employee Assistance Program (EAP).

What This Job Offers

• Career Level: Entry Level
• Education Level: High school or GED