STAFF ASSISTANT - 64041839

State of Florida • Largo, FL

5d • Onsite

About The Position

General Duties - Including, but not limited to:

Answer multiline phone system, use Microsoft products fluently for daily tasks, and maintain files, reports and binders needed for the success of the program.
Make independent judgments toward the solution of problem situations.
Organizes and completes projects, as assigned, within established schedules or deadlines.
Provides back-up support to other program support staff during their absence and ensures position duties are covered in incumbent’s absence.
Manages the details of position manuals outlining duties and procedures of support staff positions.
Maintains Pinellas County School after school vendor list.
Keeps program perpetual calendar up to date to ensure all deadlines are met.

Purchasing, Audit Contractual Related Duties - Including, but not limited to:

Participates in the maintenance and purchasing of program supplies, equipment, and materials. Maintain familiarity and competence with the automated purchase requisition system (WORKS) and the My Florida Marketplace (MFMP) system.
Make or approve purchases for official state business using the purchasing card in compliance with Florida Law and DOH rules and regulations governing purchasing policies and the established guidelines for use. These include, Florida Administrative Code 60A-1, FAC, Florida Statute Chapter 215, FS – Financial Matters, and Chapter 287, Part 1, FS –Commodities, Insurance and Contractual Services.
Assists the manager with meeting the requirements of all contracts relating to financial and operational activities of the child care licensing program.
Participates in gathering information needed for funder lead audits and the annual financial audit.

Board Related Duties - Including, but not limited to:

Supports the Executive Director to the Pinellas County Licensing Board.
Responsible for Board records and historical data.
Responsible for setting up meeting space and ensuring a quorum of Board Members.
Compiles enforcement action information, recommendations related to rule changes, financial information, and other items related to the Board Meeting for Board Approval.
Corresponds with Members of the Board and the program’s legal counsel.
Responsible for legal noticing of Board Meetings and the creation and posting of Board agendas, packets and minutes to the PCLB website.
Must be knowledgeable in Robert’s Rules or Order.
Able to participate in Board Meetings outside of office hours as needed.

Requirements

• Knowledge of office procedures and practices.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of the methods of data collection
• Knowledge of and proficiency in utilizing Office software programs.
• Knowledge of Robert’s Rules of Order.
• Ability to manage and process payments and purchases.
• Ability to maintain strict confidentiality.
• Ability to deal with the public in a tactful and courteous manner.
• Ability to work independently.
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.
• Ability to create formal meeting agenda, packets and minutes.
• Ability to establish and maintain effective working relationships with others.
• Ability to meet agency, departmental and legal deadlines.
• High School Diploma or equivalent.
• Access to reliable transportation daily
• Proficiency in Microsoft Office Suite, including Publisher, Word, Excel, and Outlook

Responsibilities

• Answer multiline phone system, use Microsoft products fluently for daily tasks, and maintain files, reports and binders needed for the success of the program.
• Make independent judgments toward the solution of problem situations.
• Organizes and completes projects, as assigned, within established schedules or deadlines.
• Provides back-up support to other program support staff during their absence and ensures position duties are covered in incumbent’s absence.
• Manages the details of position manuals outlining duties and procedures of support staff positions.
• Maintains Pinellas County School after school vendor list.
• Keeps program perpetual calendar up to date to ensure all deadlines are met.
• Participates in the maintenance and purchasing of program supplies, equipment, and materials.
• Maintain familiarity and competence with the automated purchase requisition system (WORKS) and the My Florida Marketplace (MFMP) system.
• Make or approve purchases for official state business using the purchasing card in compliance with Florida Law and DOH rules and regulations governing purchasing policies and the established guidelines for use. These include, Florida Administrative Code 60A-1, FAC, Florida Statute Chapter 215, FS – Financial Matters, and Chapter 287, Part 1, FS –Commodities, Insurance and Contractual Services.
• Assists the manager with meeting the requirements of all contracts relating to financial and operational activities of the child care licensing program.
• Participates in gathering information needed for funder lead audits and the annual financial audit.
• Supports the Executive Director to the Pinellas County Licensing Board.
• Responsible for Board records and historical data.
• Responsible for setting up meeting space and ensuring a quorum of Board Members.
• Compiles enforcement action information, recommendations related to rule changes, financial information, and other items related to the Board Meeting for Board Approval.
• Corresponds with Members of the Board and the program’s legal counsel.
• Responsible for legal noticing of Board Meetings and the creation and posting of Board agendas, packets and minutes to the PCLB website.
• Must be knowledgeable in Robert’s Rules or Order.
• Able to participate in Board Meetings outside of office hours as needed.

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: High school or GED