PROGRAM ASSISTANT - 31000413 1

State of Florida

3d•$43,000•Onsite

About The Position

This position serves as a Program Assistant within the Executive Office of the Governor, specifically supporting the Office of the Chief Inspector General (OCIG). The role involves significant responsibilities in handling hotline calls, managing correspondence, and supporting special projects. The Program Assistant will be a key point of contact for individuals seeking assistance or reporting concerns, ensuring accurate information is gathered and processed according to established policies and procedures. Maintaining confidentiality and supporting the statutory responsibilities of the OCIG are critical aspects of this role.

Requirements

Ability to receive and respond to callers.
Ability to obtain specific information regarding caller concerns.
Proficiency in entering caller information into a database.
Skill in assigning caller information and disposition.
Ability to provide accurate referral information.
Capability to return calls in a timely manner.
Understanding of statutory responsibilities related to receiving complaints.
Ability to maintain confidentiality of information, files, and records.
Proficiency in monitoring email inboxes.
Ability to review databases and name emails.
Experience with data entry in a database, ensuring accuracy and completeness.
Ability to provide back-up monitoring for specific email inboxes.
Skill in assisting with receiving and processing incoming mail.
Ability to accurately and efficiently document information.
Demonstrated ability to review, research, and recommend appropriate action for correspondence.
Willingness to assist with special projects, assignments, and reports.
Ability to assist with updating policies and procedures.
Willingness to perform other duties as assigned.

Responsibilities

Receive and respond to callers to the Office of the Chief Inspector General (OCIG) Whistle-blower’s Hotline and main telephone line.
Obtain specific information regarding the caller’s concerns, questions, or comments.
Enter caller information into the OCIG database in accordance with OCIG policies and procedures.
Assign caller information and disposition to the Inspector Specialist (IS) or designee for review.
Provide accurate referral information when complaints fall outside OCIG jurisdiction.
Return calls in a timely manner to individuals who leave messages on the Hotline or main line voicemail.
Support statutory responsibilities of § 14.32, Florida Statutes (F.S.), and §§ 112.3187–112.31895, F.S., related to receiving complaints involving possible violations of law, mismanagement, fraud, waste, abuse of authority, malfeasance, or substantial dangers to public health, welfare, or safety.
Maintain confidentiality of OCIG information, files, and records in accordance with Florida Statutes, Executive Office of the Governor policies and procedures, and OCIG policies and procedures.
Monitor the [email protected] inbox for incoming correspondence.
Review the OCIG database and accurately name emails downloaded for staff processing.
Use the OCIG database for data entry and ensure all applicable fields are reviewed, edited, and prepared for final review.
Provide back-up monitoring for the [email protected] inbox for personnel actions, notifications, and extension requests, following office policies and procedures, as required.
Assist the Executive Assistant with receiving and processing incoming mail.
Accurately and efficiently document information received by the OCIG.
Demonstrate the ability to review, research, and recommend appropriate action for incoming correspondence.
Assist the Chief Inspector General, Deputy Chief Inspector General, Chief of Investigations, Director of Auditing, Special Counsel, and Intake Manager with special projects, assignments, and reports in accordance with the office’s mandated responsibilities, policies and procedures, and mission and vision statements.
Assist with updating policies and procedures as needed.
Performs other duties as assigned.