SECRETARY SPECIALIST OPS - 60933599

State of Florida•Town "n" Country, FL

91d•Onsite

About The Position

This position provides secretarial, administrative, and office managerial support to the Child Care Regulation Management Program Office, child care providers, and community members seeking information regarding Child Care Regulation. The role involves managing routine correspondence, maintaining the region's Child Care Regulation filing system, and adhering to DCF and Child Care Regulation Program policies, especially concerning data security, confidentiality, and background screening documents. The position is also responsible for managing My Florida Market Place (MFMP) purchases, tracking orders, maintaining invoices, processing payments to ensure timely provider payments, and conducting monthly inventory of office supplies. Additionally, the role involves preparing and maintaining reports, logs, and software for Administrative Complaints, managing tracking systems to update management on changes, and conducting research for special projects, developing supporting data and materials for meetings and public speaking engagements. Other duties as assigned.

Requirements

2 + years of experience office management/data entry/clerical
High School Diploma required
Ability to operate a computer and knowledge of computer programs such Excel, Microsoft, Teams, Outlook etc)
Demonstrate usage of analytical and problem-solving skills.
Ability to read/write comprehensive and cohesive reports that are detailed and objective.
Must possess the following qualities/ skills, time management, strong organizational, maintain confidentiality, ability to multitask, and adapt to changes.
Reporting Skills, Administrative Writing Skills, Microsoft Office Skills, Managing Processes, Organization, Analyzing Information, Professionalism, Problem Solving, Supply Management, Inventory Control, Verbal Communication
Candidate Profile (application) must be completed in its entirety.
Include supervisor names and phone numbers for all periods of employment.
Account for and explain any gaps in employment so that the hiring process is not delayed.
Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
It is unacceptable to use the statement “See Resume” in place of entering work history.
Male candidates born on or after October 1, 1962, will not be eligible for hire or promotion into an authorized position unless they are registered with the Selective Service System (SSS) before their 26th birthday or have a Letter of Registration Exemption from the SSS.
Must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and also be screened in accordance with the requirements of Chapter 435, F.S., and, if applicable, Chapter 408, F.S.
Must complete Direct Deposit enrollment within the first 30 calendar days of employment.

Nice To Haves

Bilingual (English/Spanish proficiency a plus)

Responsibilities

Providing secretarial, administrative and office managerial support to the Child Care Regulation Management Program Office, child care providers and community members in need of information regarding Child Care Regulation.
Manages a variety of routine correspondence and disseminates these correspondences accordingly.
Responsible for maintaining the Region’s Child Care Regulation’s filing system in accordance with identified procedures.
Follow all DCF policies and Child Care Regulation Program policies, particularly in data security, confidentiality of protected information, and access to background screening documents.
Responsible for maintaining the Program Office’s My Florida Market Place (MFMP) purchases, tracks orders, maintains invoices and completes payment processing in a timely manner, to ensure that providers are paid timely.
Inventory office supplies monthly.
Prepare and maintain reports, logs, software for Administrative Complaint per Region’s request.
Maintains a multitude of tracking system to keep Licensing Manager, Child Care Licensing Supervisor and counselors informed of changes and amendments.
Performs and investigates research on special projects, while developing supporting data and materials for use by the Child Care Licensing Manager and Licensing Supervisor in meetings and public speaking engagements.
Completes other duties as assigned.