Operations & Mgmt Consultant Ii-Ses

OPERATIONS & MGMT CONSULTANT II-SES -

Position Overview and Responsibilities:

Maintains the Division Director’s calendar, handles appointment requests, schedules and organizes meetings, coordinates travel arrangements and other administrative duties as needed. Maintains the division calendar and prompts bureau chief participation in identifying and recording key meeting dates and deadline-oriented requests. Routinely assists the Assistant Directors with calendars, appointment requests and meeting scheduling.

Maintains Division Director’s Office records, files and reports. Maintains a tracking and reminder system for assignments issued by the Division Director and for documentation that is routed through the Division Director and Assistant Directors. Ensures that requests are processed and tracked.

Handles incoming and outgoing phone calls, manages call records and maintains a standard of quick response to inquiries and requests. Monitors Division Director’s email to make sure that important and urgent matters are given attention, handled and routed in a timely manner. Prepares and reviews correspondence as needed by Division Director and Assistant Directors. Acts as the internal and external division liaison with central office bureaus, district bureaus, the Deputy Secretary’s office, other DEP divisions and other state agencies.

Coordinates a smooth flow of information. Ensures that requests for information are processed and tracked. Consults with Division Director’s to identify, recommend, and develop Division plans, procedures, and operational standards to further Division goals.

Assists Division Director and Assistant Directors with travel coordination and planning, including submitting travel authorizations and reimbursements. Assists with monitoring the Division Director and Assistant Directors’ queues to move forward approvals/requests in a timely manner.

Handles administrative duties for the Director’s Office including managing MFMP Next Gen/Ariba on Demand for entering requisitions and receiving invoices on purchase orders and paying monthly invoices, ordering items with a PCard, serving as property contact, submitting monthly vehicle logs and gas receipts, coordinating service and maintenance for the office vehicle, submitting monthly cell phone records, sorting and sending mail, and maintaining office supplies.

Supervises the Division Director’s Office OPS Government Operations Consultant I Position.

Serves as Division’s audit coordinator.

Knowledge of:

• Administrative and office principles, procedures, and practices.
• The methods of data collection.
• Principles and techniques of effective verbal and written communications.

Skill in:

• Use of computers.

Ability to:

• Work independently.
• Handle multiple tasks in a fast paced environment.
• Understand and apply applicable rules, regulations, policies and procedures.
• Plan, organize and coordinate work assignments.
• Deal with the public in a tactful and courteous manner.
• Organize, sort, prioritize and route incoming and outgoing messages and mail.
• Initiate and proof all correspondence using correct spelling, grammar and punctuation.
• Prepare and process routine forms such as travel authorizations and reimbursements.
• Establish and maintain effective working relationships with others.
• Knowledge of management principles and techniques.
• Maintain a valid driver license.

Valid driver license.

Position of Special Trust Requirement:
This position is designated as a Position of Special Trust in accordance with DEP Directive 422, Positions of Special Trust or Responsibility. Successful completion of background screening will be required for this position.

The Florida Department of Environmental Protection (DEP) is the state’s lead agency for environmental management and stewardship - protecting our air, water and land. The vision of DEP is to advance Florida’s position as a world leader in protecting natural resources while growing the state’s economy. DEP encourages its leaders to constantly innovate and seek efficiencies. We believe in supporting and encouraging you as you take on…