SENIOR CLERK - 64045839

State of Florida • Saint Petersburg, FL

12d • Onsite

About The Position

The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Pinellas County in its mission to protect, promote and improve the health of all people in Florida through integrated state, county and community efforts and its vision to be the Healthiest State in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work. This position is assigned to the Administrative Services Division, General Services Section under the supervision of the Purchasing Supervisor. The incumbent is responsible for providing support to General Services including Purchasing, Maintenance, and Courier Services. This position requires ability to use independent judgment in setting priorities, coordinating work with others and handling multiple responsibilities. The incumbent in this position will work closely with General Services Manager and Maintenance Supervisor obtaining quotes, bids and proposals for different projects coordinating follow ups with vendors timely to ensure work is performed. After quotes are received will review and process requisitions submitted to the Purchasing Department through My Florida Market Place (MFMP) in accordance with Florida Department of Health (FDOH), Florida Department of Management and Services (DMS) and Department of Financial Services (DFS) polices and guidelines. Monitor CHD52 Purchasing email box for incoming vendor invoices and moves each to email task list with a 5-day timeframe of completion. Follows up and sends communication requesting confirmation of receipt and/or completion of expectations from the maintenance staff as necessary. Review, validate and process all valid invoices received via mail or electronically using the appropriate financial codes and resolves problems that may occur when getting invoice is processed. Works in conjunction with team to contact vendor for additional information required to process invoice that may include timesheets, reporting and other deliverables within the statutorily required timeframes. Assists General Services in the maintenance of County Assets inventory and performs bi-annual inventory of such. Establishes communication will all departments to track the movement and disposal of inventory. Performs fleet duties overseeing and monitoring the service and mileage logs of DOH-Pinellas state vehicle fleet sending a reminder email every 27th day of the month to all fleet users asking for state vehicle logs to be submitted on the 1st day of every month. Follow up with each non-compliant user escalating request when appropriate. Compiles and reviews log before submitting to Manager no later than the 3rd of the month. Receives requests and coordinates the reservation of General Services fleet vehicles to staff documenting reservation schedule on Purchasing vehicle reservation calendar ensuring all parties involved are informed. As an authorized user will make sure routine maintenance and cleaning is performed periodically inspecting vehicle for cleanliness. Provides information and receives requests for Wright Express (WEX) Fleet cards, to include requesting the completion of mandatory training and sending in request to obtain fleet fuel card PIN. As a Purchasing Card holder ensures proper authorization is obtained before making purchases from authorized vendors in compliance with Purchasing guidelines and policies. Will ensure receipts are signed and dated and the documentation is adequate to support the purchases as specified in IOP 56-44-XX Purchasing Card Guidelines no more than 2 business days after purchase is completed or added to Works. Serve as a back-up courier for Pinellas County Health Department. Delivers inter office correspondence, packages, insert mail into the correct division mailboxes, delivers medical records, vaccines and medications and other items as necessary to FDOH locations within the county and other medical facilities as needed. Performs other related duties as required.

Requirements

• Knowledge of general office procedures and practices.
• Knowledge of correct grammar usage.
• Knowledge of basic arithmetic.
• Ability to prepare reports and correspondence.
• Ability to plan, organize and coordinate work activities.
• Ability to develop and implement office procedures.
• Ability to follow instructions.
• Ability to review data for accuracy and completeness.
• Ability to perform basic arithmetical calculations.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Ability to lift at least 50 pounds.
• 1-3 years of secretarial or clerical work experience.
• 1-3 years of customer service experience in a fast-paced environment.
• Experience where attention to detail in following instructions is essential.
• Must possess a valid Florida Driver’s License.
• Ability to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• Currently a Department of Health Contract Manager or Florida Certified Contract Manager (FCCM) or Florida Certified Contract Negotiator (FCCN)?
• At least 1 year computer experience.

Responsibilities

• Providing support to General Services including Purchasing, Maintenance, and Courier Services.
• Obtaining quotes, bids and proposals for different projects and coordinating follow-ups with vendors.
• Reviewing and processing requisitions submitted to the Purchasing Department through My Florida Market Place (MFMP).
• Monitoring the Purchasing email box for incoming vendor invoices and processing them.
• Following up with maintenance staff for confirmation of receipt and completion of expectations.
• Reviewing, validating, and processing all valid invoices received via mail or electronically.
• Resolving problems that may occur during invoice processing and contacting vendors for additional information.
• Assisting General Services in the maintenance of County Assets inventory and performing bi-annual inventory.
• Tracking the movement and disposal of inventory by establishing communication with all departments.
• Overseeing and monitoring the service and mileage logs of the DOH-Pinellas state vehicle fleet.
• Compiling and reviewing vehicle logs before submitting to the Manager.
• Coordinating the reservation of General Services fleet vehicles to staff.
• Ensuring routine maintenance and cleaning of fleet vehicles is performed periodically.
• Providing information and receiving requests for Wright Express (WEX) Fleet cards.
• Ensuring proper authorization is obtained before making purchases with a Purchasing Card.
• Serving as a back-up courier for the Pinellas County Health Department.
• Delivering inter-office correspondence, packages, mail, medical records, vaccines, and medications.
• Performing other related duties as required.

Benefits

• Annual and Sick Leave benefits.
• Nine paid holidays and one Personal Holiday each year.
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options.
• Retirement plan options, including employer contributions.
• Flexible Spending Accounts.
• Tuition waivers.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed