OPERATIONS SPECIALIST

Operations Specialist - 72004040

This position is located in Tallahassee, FL. This is a professional administrative position that provides comprehensive support to the Florida Digital Service (FLDS) Operations and Project Management Oversight team. The Operations Specialist is responsible for coordinating and facilitating daily operational activities to ensure the efficient and effective functioning of FLDS. The incumbent exercises initiative, discretion, and sound judgment in managing a wide range of administrative responsibilities within a dynamic, fast-paced environment. This role oversees and coordinates confidential, complex, and technical administrative functions, serving as a key resource in supporting organizational priorities and operational excellence.

Duties and Responsibilities:

• Serves as support to the FLDS Human Resource primary Liaison by managing People First functions as necessary, scheduling interviews, conducting reference checks, processing appropriate paperwork, initiating new and separating employee personnel action requests.
• Manages and maintains multiple calendars for the FLDS Administration and Policy team, schedules meetings, reserves meeting rooms and ensures timely communication of changes in meeting time or location.
• Responds to all emails and/or calls within one business day. Answers the mainline, welcomes and escorts guests.
• Supports CoLab classes, training events, professional development initiatives, talent pipeline activities, and communities of practice by coordinating event logistics, assisting guests and presenters, collecting and analyzing data, and maintaining spreadsheets, tracking tools, and related records.
• Oversees office supply inventory, organizes and maintains supply room, and makes purchase requests for supplies.
• Responsible for general housekeeping and maintenance activities. Initiates maintenance service requests in Tririga.
• Performs P-Card responsibilities including routing for proper approval, obtaining receipts and other necessary documentation, provides required documentation to Finance & Accounting.
• Serves as Safety Coordinator for FLDS. Manages and maintains emergency checklists and maps. Assigns floor wardens and backups. Performs quarterly safety inspections. Attends all safety meetings and training.
• Other duties as needed.

Knowledge, Skills, and Abilities:

• Strong working knowledge of Word, Excel, PowerPoint, and Outlook.
• Strong written and verbal communication skills.
• Strong organizational skills. Ability to organize, coordinate, schedule, and manage multiple calendars.
• Ability to implement effective time management skills. Ability to work independently.
• Ability to provide attention to detail and consistency. Ability to establish and maintain effective working relationships.
• Knowledge of the My Florida Market Place (MFMP) System.
• Knowledge of the People First system.
• Knowledge of the Works system.
• Knowledge of the State Travel Management System.

Minimum Qualifications:

• Minimum of two years of administrative or office support experience.
• At least one year of HR Liaison experience.

Location: Tallahassee, FL, US, 32399