ADMINISTRATIVE SERVICES MANAGER I

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Requisition No: 823695

Agency: Department of Health

Working Title: ADMINISTRATIVE SERVICES MANAGER I - 64037774

Pay Plan: SES

Position Number: 64037774

Salary: $42,776.81

Posting Closing Date: 03/06/2024

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Open Competitive Opportunity

Your Specific Responsibilities:

This position spends more than 50% of the time engaged in supervisory responsibilities. This includes communicating with, motivating, training, and evaluating employees in addition to planning and directing employees' work. The incumbent has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action. The incumbent will also be required to develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensuring proper coverage, and complete timesheets.

This is a professional position responsible for supporting the Environmental Administrator of the Field Operations and Training and Quality Assurance (TQA) section with coordination of assignments and responsibilities which impact the Section and the Bureau. This position is confidential and works independently in making decisions and obtaining solutions to routine problems, issues and other matters within established office policies, procedures, guidelines, and regulations concerning, purchasing, correspondence, document tracking/control and coordination and vehicle assignments. Incumbent must maintain a broad knowledge of the operations and activities of the section and bureau functions to perform specialized assignments.

Supports Environmental Administrator and Environmental Consultants on daily office activities, purchases, travel and other administrative duties. Supervises, trains, and oversees the work of a full-time staff assistant, administrative assistant I and a part time staff assistant located in the Orland Lab.

Develops, conducts and implements a training program for area office administrative assistant and staff assistants. Develop a desk manual/reference guide for each position and update as required by policy changes. Training must include but not be limited to the following:

• Entering data and upkeeping the quarterly spreadsheet of x-ray machines and radioactive materials inspections due and completed.
• Preparation and completion of travel requests and reimbursements.
• Purchasing: supplies, vehicle maintenance, etc., via My Florida Market Place (MFMP) or using a pcard.
• Searching for vendors using MFMP and Sunbiz.
• General office duties required by the environmental managers, procedures and policies, and sending overnight mail.
• Review and proofing monthly vehicle logs and receipts.

Establishes priorities coordinated with the Environmental Administrator for section staff to meet specified goals and priority time frames. Assists environmental administrator and environmental consultant with tracking assignments. Independently plans workload, workflow, and establishes deadlines to ensure maximum use of time and resources. Reviews and coordinates implementation of policies and procedures which impact section. Represents section administrator at meetings to gain information and disseminate policy as authorized. Coordinates with environmental administrator and environmental consultant to prepare the quarterly budget requests. Tracks all expenditures to ensure compliance with budget approval.

Audits each field operations technical staff, at least twice annually using vehicle logs, workload, and travel vouchers to assure compliance with regulations. Provide audit report to section administrator monthly.

Coordinates purchasing of office supplies, inspection equipment, office furniture, and other property following department purchasing procedures and vendor requirements. Coordinates with bureau administration staff for emergencies to assure field operations staff has use of state vehicles when needed. Ensures periodic maintenance and necessary repairs conducted on assigned state vehicles and equipment. Maintains detailed listing of routine maintenance, repairs and tire replacement on all field operations vehicles. Ensures all field operations vehicles complete their oil changes on schedule, sending reminders as needed. Provide monthly analysis to section administrator on all vehicle's mileage, repairs, gas usage, maintenance and/or repairs.

Processes a variety of routine correspondence, investigates subject matter, and prepares replies. Reviews reports which require action; acts on routine reports and recommends possible solutions on more technical reports. Maintains itineraries for Tallahassee staff and keeps office Outlook calendar updated. Assists in maintaining an automated database program for all bureau staff training and complies with department requirements regarding travel and training approvals. Prepares, reviews, and tracks all training travel requests through completion. Makes travel arrangements and coordinates the preparation and processing of travel vouchers for quick reimbursements to travelers.

Assists area managers with planning administrative office management procedures and providing guidance to staff to ensure deadlines are met. Travel to support staff at least bi-annually or more often as needed to audit and/or train. Provide documentation of each audit to section administrator within two weeks of audit. Assist field operations managers when support positions are vacant. Organizes and maintains filing systems. Keeps administrator appraised of all assignment deadlines and status of deadlines.

Coordinates logistics for bureau training and meetings conducted by TQA or field operations to include, but not limited to: securing hotel locations, organizing meeting materials, producing agenda, preparing handouts, notifications, drafting and processing travel paperwork, etc. Provide administrative support for the Training Team to include tracking assignments determined in meetings, preparing membership letters, maintaining electronic copy of team charters, etc.

Serves as the training registrar for bureau sponsored training to include processing registrations, preparing course sign-in sheets, responding to questions, maintaining Radiation Training email, providing certificates when requested, etc.

Independently screens and responds to or refers calls received by the bureau, requiring an understanding of each Radiation Control section and the radiation subject areas assigned to each section, including lasers and other nonionizing radiation devices, x-ray machines, radioactive materials, field inspections, and environmental radiation. Relays information when appropriate to radiation emergency response section. Maintains an awareness of programmatic and administrative actions so that immediate response to telephone inquiries can be provided.

Performs other related required duties within the Bureau.

Required Knowledge, Skills, and Abilities:

Knowledge of, operations and administrative practices, My Florida Marketplace, Microsoft Office, purchasing practices & procedures, travel rules and regulations, fiscal policies and procedures, proper punctuation, spelling, and grammar, supervisory principles and practices, public records law. Ability to, train other employees and prepare effective standard operating procedures, meet deadlines, work independently, establish and maintain effective working relationships with others in a team environment, communicate effectively verbally and in writing, including via print and electronic media, use proper telephone etiquette, plan, organize and coordinate work assignments for multiple employees, recognize, analyze, and solve problems, use Microsoft Office effectively to perform daily duties, proofread materials and make necessary corrections, prepare letters, memoranda and other standard correspondence and reports in correct format, proofreading materials and making necessary corrections, understand and apply applicable personnel rules to include leave and attendance, travel, discipline, effectively supervise employees, recruitment and selection, sort data alphabetically, numerically, and categorically. Skills in, typing; using a personal computer to create, open, copy, move, save, email, print, & search for files; using a multi-line phone system, using a document scanner.

Preferred Qualifications:

Three years of experience performing high level ad,inistrative duties, using Microsoft Office Suite, an Associates Degree may substitute for one year of administrative experience.

Travel Time: 1-25%

Florida Department of Health Mission, Vision, and Values:

Mission:

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision:

To be the Healthiest State in the Nation.

Values:

I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

4052 Bald Cypress Way, Building 4042, Room 220H, Tallahassee, Florida 32399

The Benefits of Working for the State of Florida:

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 including:

• 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

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• Flexible Spending Accounts;
• Tuition waivers;
• And more!

For a more complete list of benefits, including monthly costs, visit

Please be advised:

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.

This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website:

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.

Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise. Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center View phone number on us.fitly.work). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.