SECRETARY SPECIALIST OPS - 60933527

State of Florida•Tampa, FL

1d•$17•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 policies on data security, confidentiality, and background screening documents. A key responsibility includes managing My Florida Market Place (MFMP) purchases, tracking orders, maintaining invoices, and processing payments to ensure timely provider payments, as well as monthly inventory of office supplies. The position also involves preparing and maintaining reports, logs, and software for Administrative Complaints, and managing tracking systems to keep leadership informed of changes. Additionally, the role requires performing research for special projects and developing supporting data and materials for the Child Care Licensing Manager and Licensing Supervisor. 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.
We hire only U.S. citizens and lawfully authorized alien workers.
Participation in the State of Florida Direct Deposit Program is required as a condition of employment per F.S. 110.113, and enrollment must be completed within the first 30 calendar days of your appointment.
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.
It is the policy of the Florida Department of Children and Families that any applicant being considered for employment 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.
No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency.
Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies.

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.