OPS STAFF ASSISTANT

Ops Staff Assistant - 64800592

This position performs professional level administrative work on an independent basis by assisting staff in the Bureau of Procurement and Contract Administration and has the responsibility for assisting the Bureau's units with various administrative support functions. This position works independently in making decisions and obtaining solutions to problems, issues, and other matters that fall within policies, procedures, rules, and laws relating to administrative areas. This position encounters all levels of department staff and must establish and maintain professional working relationships. This position requires basic knowledge of a variety of computer software including accessing and updating People First. Bureau administrative tasks include, but are not limited to:

Assists Bureau supervisors with human resource activities including, but not limited to: maintaining position descriptions, drafting job advertisements, maintaining organizational chart with salary details, assisting with recruitment process from advertisement to hire date (setting up interviews and background checks, conducting reference checks, preparing workstation and new hire paperwork), etc.

Responsible for compiling and submitting complete and accurate personnel packets to the assigned personnel liaison with the Bureau of Personnel and Human Resource Management. Maintains Bureau-wide leave calendar. Opens and distributes mail. Scans and/or copies documents, as requested. Serves the CORRFLOW coordinator for the Bureau. Records property in Asset Management System and assists with annual inventory. Ensures that all public records requests and subpoenas are handled appropriately. Reviews, coordinates, and/or completes special assignments, research, and reports, and composes replies to routine correspondence. Tracks all assignments, assigns tracking number, and monitors staff responses to ensure timely processing. Responsible for ordering and managing goods/services needed for the Bureau. Includes creation of purchase requisitions in My Florida Marketplace (MFMP), managing purchase orders, communicating with vendors, making payment via state-issued purchasing card, and processes invoices in MFMP. Responsible for coordinating IT tickets for repair of all office equipment, telephones, computers, and building fixtures. Assists with the coordination of budget functions for the Bureau, which includes conducting a budget-needs assessment, analyzing prior years' budget expenditures, spending plans and other required documents. Compares FLAIR Departmental Ledgers and Encumbrance Reports with approved requisitions, purchase orders, and purchasing card payments; follows up on exceptions to ensure prompt resolution. Reconcile all purchases and track office expenditures. Makes or assists staff in making travel arrangements and completing travel vouchers in accordance with policies and procedures. Assist Bureau's training team with the coordination, preparation and/or logistics of trainings as assigned. Attend job-related trainings as assigned. Performs other related duties as assigned.

Required Knowledge, Skills, and Abilities: Knowledge of general office procedures and practices Knowledge of Microsoft Office (Outlook, Excel, Word, PowerPoint, etc.), Knowledge of People First System Knowledge of Personnel rules and regulations Knowledge of Finance and Accounting rules and regulations. Ability to communicate effectively verbally and in writing, using proper grammar and language skills Ability to organize and maintain filing systems Ability to operate office equipment such as a personal computer, multi-line telephone, scanner, printer, etc. Skill in providing customer service to internal and external customers Ability to work independently and make routine decisions with minimal direction Ability to effectively handle multiple priorities and assignments Strong analytical skills Qualifications: Minimum High School Diploma or GED 1 – 3 Years of secretarial, office clerical or administrative support Preferred Knowledge of FLAIR System Knowledge of MyFloridaMarketPlace/Ariba On Demand System Knowledge of Asset Management System Knowledge of State Property and Records Management rules and regulations

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 (For more information, please click ); Flexible Spending Accounts; Tuition waivers; And more! For a more complete list of benefits, including monthly costs, visit .

Location: Tallahassee, FL, US, 32399