OPS STAFF ASSISTANT - 64800592

State of Florida

11d • $18 - $20 • Onsite

About The Position

This position performs professional level administrative work on an independent basis by assisting staff in the Bureau of Procurement and Contract Administration and has the responsibility for assisting the Bureau’s units with various administrative support functions. This position works independently in making decisions and obtaining solutions to problems, issues, and other matters that fall within policies, procedures, rules, and laws relating to administrative areas.

This position encounters all levels of department staff and must establish and maintain professional working relationships. This position requires basic knowledge of a variety of computer software including accessing and updating People First. Work is performed under general guidelines and independent action is required in dealing directly with employees, supervisors, managers, and personnel liaisons. This position meets the criteria for confidentiality as defined in Section 447.203(s), Florida Statutes, by having access to areas of sensitive information, including confidential personnel information.

Bureau administrative tasks include, but are not limited to:

Assists Bureau supervisors with human resource activities including, but not limited to: Maintaining Position Descriptions, drafting job advertisements, maintaining organizational chart with salary details, assisting with recruitment process from advertisement to hire date (setting up interviews and background checks, conducting reference checks, preparing workstation and new hire paperwork), etc.
Responsible for compiling and submitting complete and accurate personnel packets to the assigned personnel liaison with the Bureau of Personnel and Human Resource Management.
Maintains Bureau-wide leave calendar.
Opens and distributes mail.
Scans and/or copies documents, as requested.
Serves the CORRFLOW coordinator for the Bureau.
Records property in Asset Management System and assists with annual inventory.
Ensures that all public records requests and subpoenas are handled appropriately.
Reviews, coordinates, and/or completes special assignments, research, and reports, and composes replies to routine correspondence. Tracks all assignments, assigns tracking numbers, and monitors staff responses to ensure timely processing.
Responsible for ordering and managing goods/services needed for the Bureau. Includes creation of purchase requisitions in My Florida Marketplace (MFMP), managing purchase orders, communicating with vendors, making payment via state-issued purchasing card, and processing invoices in MFMP.
Responsible for coordinating IT tickets for repair of all office equipment, telephones, computers, and building fixtures.
Assists with the coordination of budget functions for the Bureau, which includes conducting a budget-needs assessment, analyzing prior years' budget expenditures, spending plans and other required documents. Compares FLAIR Departmental Ledgers and Encumbrance Reports with approved requisitions, purchase orders, and purchasing card payments; follows up on exceptions to ensure prompt resolution. Reconcile all purchases and track office expenditures.
Makes or assists staff in making travel arrangements and completing travel vouchers in accordance with policies and procedures.
Attend job-related trainings as assigned.
Performs other related duties as assigned.

Requirements

• Knowledge of general office procedures and practices
• Knowledge of Microsoft Office (Outlook, Excel, Word, PowerPoint, etc.)
• Knowledge of People First System
• Knowledge of Personnel rules and regulations
• Knowledge of Finance and Accounting rules and regulations.
• Ability to communicate effectively verbally and in writing, using proper grammar and language skills
• Ability to organize and maintain filing systems
• Ability to operate office equipment such as a personal computer, multi-line telephone, scanner, printer, etc.
• Skill in providing customer service to internal and external customers
• Ability to work independently and make routine decisions with minimal direction
• Ability to effectively handle multiple priorities and assignments
• Strong analytical skills
• High School Diploma or GED
• 1 – 3 Years of secretarial, office clerical or administrative support
• Must be willing to physically come in the office to perform the duties & responsibilities of the position

Nice To Haves

• Knowledge of FLAIR System
• Knowledge of MyFloridaMarketPlace/Ariba On Demand System
• Knowledge of Asset Management System
• Knowledge of State Property and Records Management rules and regulations

Responsibilities

• Assists Bureau supervisors with human resource activities including, but not limited to: Maintaining Position Descriptions, drafting job advertisements, maintaining organizational chart with salary details, assisting with recruitment process from advertisement to hire date (setting up interviews and background checks, conducting reference checks, preparing workstation and new hire paperwork), etc.
• Responsible for compiling and submitting complete and accurate personnel packets to the assigned personnel liaison with the Bureau of Personnel and Human Resource Management.
• Maintains Bureau-wide leave calendar.
• Opens and distributes mail.
• Scans and/or copies documents, as requested.
• Serves the CORRFLOW coordinator for the Bureau.
• Records property in Asset Management System and assists with annual inventory.
• Ensures that all public records requests and subpoenas are handled appropriately.
• Reviews, coordinates, and/or completes special assignments, research, and reports, and composes replies to routine correspondence. Tracks all assignments, assigns tracking numbers, and monitors staff responses to ensure timely processing.
• Responsible for ordering and managing goods/services needed for the Bureau. Includes creation of purchase requisitions in My Florida Marketplace (MFMP), managing purchase orders, communicating with vendors, making payment via state-issued purchasing card, and processing invoices in MFMP.
• Responsible for coordinating IT tickets for repair of all office equipment, telephones, computers, and building fixtures.
• Assists with the coordination of budget functions for the Bureau, which includes conducting a budget-needs assessment, analyzing prior years' budget expenditures, spending plans and other required documents. Compares FLAIR Departmental Ledgers and Encumbrance Reports with approved requisitions, purchase orders, and purchasing card payments; follows up on exceptions to ensure prompt resolution. Reconcile all purchases and track office expenditures.
• Makes or assists staff in making travel arrangements and completing travel vouchers in accordance with policies and procedures.
• Attend job-related trainings as assigned.
• Performs other related 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
• (For more information, please click www.myfrs.com);
• Flexible Spending Accounts;
• Tuition waivers;

What This Job Offers

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