OPS SENIOR CLERK - 42903065

State of Florida • Tallahassee, FL

4d • $20

About The Position

This is a full-time Other Personal Services (OPS) position as an OPS SENIOR CLERK within the FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES, FOOD, NUTRITION AND WELLNESS division. This position provides administrative support assistance to the Bureau of Supplemental Food Programs, as directed by the Bureau Chief.

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 willing to obtain additional training appropriate to job functions.
• Occasional travel required.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of the methods of data collection.
• Ability to prepare correspondence and administrative reports.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Successful applicant must pass a background screening, including fingerprinting, as a condition of employment.

Responsibilities

• Provide administrative support to the bureau.
• Serve as the primary point of contact for incoming telephone calls to the Division, address written inquiries regarding program or administrative regulations, policies, and procedures, and route calls or inquiries to the appropriate staff for response when necessary.
• Assist with resolving complaints and questions from stakeholders including written, electronic and telephone communications.
• Keep records of calls, facsimiles received and messages which cannot be delivered immediately.
• Answer routine, non-technical questions and refer other questions to proper persons or offices.
• Conduct customer service satisfaction surveys to ensure positive interactions between stakeholders and bureau.
• Receive all incoming mail for the bureau, process mail promptly, and forward to the correct personnel within the bureau.
• Develop and maintain appropriate record keeping and filing systems for correspondences, documents and reports for the bureau.
• Provide program management support to the bureau. This includes conducting research, gathering information, analyzing, sorting, and entering information/data into reporting systems.
• Draft acknowledgements in response to inquiries not requiring a supervisor’s attention.
• Assist with preparation of publications and other program materials.
• Maintain a calendar of events for meetings, special events and travel plans of all bureau staff.
• Coordinate conference calls and schedule meetings, conferences and/or workshops for the bureau to include reserving rooms and equipment, preparing meeting information, scheduling attendees, attending meetings and taking notes, and preparing meeting summaries.
• Maintain calendar for bureau staff.
• Communicate with staff and Bureau Chief regarding office needs, e.g., materials, supplies, equipment, etc.
• Monitor WBSCM to ensure recipient agencies are entering receipts within two (2) business days as assigned by the Bureau Chief.
• Notify recipient agencies of Good Receipts not entered within required reporting and track until completion.
• Conduct site information in FANS to ensure sites information is updated.
• Assist other administrative assistants within the division as needed.
• Responsible for receiving, reviewing and preparing invoices for second-level review and validation.
• Assist with emergency management functions of the division during periods of disaster.
• Perform other related duties as necessary or as required by division management.

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

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees