SECRETARY SPECIALIST OPS - 60933599

State of Florida • Tampa, FL

17d • $16

About The Position

Support Child Care Regulation Management Team, Child Care Providers and community members in need of information regarding Child Care Regulation.
Greet childcare clients, providers and the public by phone, email and in person. Direct them appropriately, handle routine requests and provide general information.
Date stamp incoming mail and other documents. Distribute to appropriate staff.
Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Assists with purchasing processes in MFMP. Tracks invoices and completes payment processing in a timely manner, to ensure that providers are paid timely. Inventory office supplies monthly.
Follow all DCF policies and Child Care Regulation Program policies, particularly in data security, confidentiality of protected information, and access to background screening documents.
Perform a variety of complicated secretarial, administrative and office managerial duties.
Manages a variety of routine correspondence and disseminates these correspondences accordingly.
Prepare and maintain reports/ logs 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.
Responsible for ordering supplies and submitting of the payment of invoices for the various services provided.
Responsible for maintaining the Region’s Child Care Regulation’s filing system in accordance with identified procedures.
Completes other duties as assigned.

Bilingual (English/Spanish proficiency a plus)

Requirements

• 2 + years of experience office management/data entry/clerical
• High School Diploma required.
• Ability to use a computer and knowledge of computer programs such Excel, Microsoft, Notepad, Outlook etc)
• The ability to have and utilize analytical and problem-solving skills.
• Ability to 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
• Driver’s License: Required

Nice To Haves

• Bilingual (English/Spanish proficiency a plus)

Responsibilities

• Support Child Care Regulation Management Team, Child Care Providers and community members in need of information regarding Child Care Regulation.
• Greet childcare clients, providers and the public by phone, email and in person. Direct them appropriately, handle routine requests and provide general information.
• Date stamp incoming mail and other documents. Distribute to appropriate staff.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Assists with purchasing processes in MFMP. Tracks invoices and completes payment processing in a timely manner, to ensure that providers are paid timely. Inventory office supplies monthly.
• Follow all DCF policies and Child Care Regulation Program policies, particularly in data security, confidentiality of protected information, and access to background screening documents.
• Perform a variety of complicated secretarial, administrative and office managerial duties.
• Manages a variety of routine correspondence and disseminates these correspondences accordingly.
• Prepare and maintain reports/ logs 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.
• Responsible for ordering supplies and submitting of the payment of invoices for the various services provided.
• Responsible for maintaining the Region’s Child Care Regulation’s filing system in accordance with identified procedures.
• Completes other duties as assigned.

Benefits

• Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits.
• For a more complete list of benefits, visit www.mybenefits.myflorida.com.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED