SENIOR CLERK - 55003224

State of Florida•LaBelle, FL

3d•Onsite

About The Position

This position will provide comprehensive administrative support to the Heartland Operations Center, ensuring smooth day-to-day operations. Responsibilities include managing correspondence, coordinating meetings and calendars, processing purchasing and travel documentation, preparing reports, maintaining filing systems, and assisting with recruitment and onboarding. The role plays a key part in supporting staff, organizing data, and maintaining compliance with departmental procedures.

Requirements

Knowledge of office procedures and practices
Knowledge of budget management and/or procurement of goods and services
Knowledge of records and files management
Skill in reading, understanding and applying applicable rules regulations, policies and procedures
Skill in using correct spelling, grammar and punctuation
Skill in planning, organizing and coordinating work assignments
Skill in listening to and understanding the needs of both internal and external customers
Skill in independent planning, coordinating, completing and tracking the status of assignments
Skill in following oral and written instructions
Ability to communicate effectively orally and in writing
Ability to establish and maintain effective working relationships with others
Ability to collect information / data and review for accuracy and completeness
Ability to use office equipment, Microsoft software applications, and databases
High School Diploma or Certificate of High School Equivalency.

Responsibilities

Performs timekeeping duties. Reviews crew timesheet records to ensure they include an accurate accounting of materials used, equipment used, mileage/hours for equipment used, activity codes and production information. Enters timesheet information into the Maintenance Management System (MMS) on a daily basis. Performs bi-weekly and end of month upload of MMS data into the mainframe. Inputs monthly Department of Correction production and activity information.
Acts as a backup to the Training Coordinator. Gathers, organizes, inputs, and disseminating training information for/to staff. Assists Leadership in the development of staff annual training plan. Develops and maintains reports, logs, and spreadsheets related to training. Creates, updates, and distributes tracking tools for monitoring training including, but not limited to, mandatory, elected, self-study and position required. Coordinates training registration, travel arrangements and reimbursements. Responsible for maintenance of plans folders and timely update of staff training information. Updates and distributes tracking tools for monitoring mandatory and position required training.
Assists the Heartland Ops unit custodian. Responsible for the day-to-day routine inventory matters including, but not limited to, tracking, identification, and surplus of physical property in compliance with District and Department property management procedures. Assists the unit custodian during the annual inventory process.
Coordinates, schedules and set up conferences and meetings for the office/section. Uses a variety of software applications, data bases, and office equipment to accomplish assigned tasks. Assists with creating and maintaining Heartland Operations SharePoint site and digital displays.
Assists Office Manager with personnel actions including, but not limited to, recruitment, selection, and classification packages. Works with management and staff to prepare, and research as necessary, personnel paperwork in accordance with department requirements. Keeps up to date on the latest Human Resources procedures and policies. Disseminates information via various methods, i.e., e-mail, flyers, posters, one on one briefs or in group settings. Coordinates with District Human Resources (HR) Office to assist employees with general human resource issues, Family Medical Leave Act, Worker’s Compensation, People First System, and job opportunities.
Prepares and processes fiscal paperwork for purchases made by Electronic Procurement Requisitions, Local Purchase Orders and Purchasing Card charges in WORKS according to current directives and procedures. Process invoices/warrants in accordance with provisions and requirements of Section 215.422. F.S. Tracks expenditures and encumbrances.
Provide front desk receptionist coverage as needed or any other area to promote and enhance the production level of administration overall; including communication/switchboard, security, customer service, information dissemination, administrative reports and other administrative support tasks as identified by the Office Operations Manager.