OFFICE OPERATIONS ANALYST - 67034744

Requisition No: 842012 

Agency: Agency for Persons with Disabilities

Working Title: OFFICE OPERATIONS ANALYST - 67034744

 Pay Plan: Career Service

Position Number: 67034744 

Salary:  $37,264.07 - $42,259.00 Annually 

Posting Closing Date: 12/06/2024 

Total Compensation Estimator Tool

AGENCY FOR PERSONS WITH DISABILITIES

 POSITION: Office Operations Consultant I - Career Service

WORKING TITLE:  Office Operation Analyst

POSITION NUMBER: 67034744

OPEN COMPETITIVE OPPORTUNITY

*This is an ANTICIPATED VACANCY*

This position is not a Telework position and is required to report to the APD office in the area it serves.

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 eligible 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 www.myfrs.com).
• Flexible Spending Accounts.
• Tuition waivers.
• And more! For a more complete list of benefits, visit www.mybenefits.myflorida.com.
• Paid Maternity and Parental Leave.

The Agency seeks team members who demonstrate the qualities of being humble, hungry, and smart and lead others to embody the same. This entails lacking excessive ego, sharing credit, being self-motivated, and exercising good judgment and intuition regarding the subtleties of group dynamics. 

This position with APD will serve staff and management across the Agency. Your work will impact the workplace culture, our community, and the population we serve as we continuously strive to achieve the Agency’s mission.

*Responses to the qualifying questions are required and must be verifiable based on your submitted application, and “see resume” will not be considered an acceptable response.

SALARY RANGE

$37,264.07 - $42,259.00 Annually                       $1,433.23 - $1,625.35 Bi-weekly

Position Summary

This is a highly responsible professional position responsible for planning, implementing, and evaluating activities to ensure that regional administrative functions are in support of efficient operations within the limits set forth in the General Appropriations Act.

The Work You Will Do 

• Provides oversight for Human Resources functions, including random moment sampling. Organize, track, and maintain databases for all vacant positions to include all position descriptions, qualifying questions, and interview questions related to hiring new applicants. Prepares and reviews hiring justifications. Compose and maintain reclassifications. Prepare and review advertising request and submit it to State Office. Collect all required advertisements and hiring documentation. Ensures new hires complete all necessary onboarding documentation. Ensures hew hires receive the required equipment. Provide training and technical assistance as it relates to HR and to APD staff within the Southeast Region.
• Provides direction for fiscal management including, ordering and distributing office supplies, P-Card authorization and payment, leasing office equipment, vehicle maintenance and expenditures, travel vouchers, My Florida Market Place (MFMP) purchase order requests and approvals, vendor registration, invoice review and approval process, monitoring of prompt payment, journal transfers, check submittals (i.e., expenditure refunds, administrative fines, etc.), investigate and resolve vendor and provider billing/payment issues ( waiver and non-waiver), Allocation, Budget and Contract (ABC) Control System budget allocation: monitor, record, distribute and update ABC, processing of ABC invoices for supported living in-home subsidies, Long Term Residential Care payments and fee collection, non-Medicaid Waiver invoices, etc. Ensures all providers are enrolled in My Florida Market Place prior to creating an invoice Through verification in Flair and assist providers with enrollment as necessary.
• Responsible for overseeing and processing all accounts payable in the Ariba Spend Management System. Completes purchasing actions for office supplies and creates new accounts payable. Works with State Office to clear any discrepancies. Maintains a ledger of all suppliers and providers. Provides direction and oversight for the creation of a regional spending plan, including maintenance of a regional Schedule of Allotment Balances. Assesses the need for development of contracts for providers who are projected to exceed the Level II expenditure threshold.
• Receives, review and audits invoices for non-contractual and contractual payment transactions. Assuring proper documentation, verifying availably of funds and compliance with State rules and regulations. Decides what action to take when an error or problem is detected during the audit of invoices and related accounts payable documentation. Call or take calls from providers to resolve routine accounts payable problems. Consults with supervisor on any major problems that cannot be resolved satisfactorily.
• Provides oversight for General Service functions/building maintenance/inventory, including acting as liaison with the Department of Management Services, coordinates inventory and record storage/document shredding/recycling efforts.
• Coordinates preparation and maintenance of regional contracts and related functions.
• Responsible for processing the monthly SunCom invoices and assigns budget codes.
• Other duties as assigned by Supervisor.

Minimum Qualifications

• Bachelor’s Degree is preferred.
• Experience in Microsoft Office, Excel, Word and SharePoint.

Knowledge, Skills, And Abilities

Knowledge of:

• Computer programs: Microsoft Office Suite (e.g., Skype, Excel, Word, SharePoint, etc.).

Ability to:

• Create tracking systems.
• Learn agency specific software.
• Manage and work with large dataset.
• Work in precise and stressful situations.
• Plan, organize and coordinate work assignments.

Additional Information

Profile Completion

To qualify for this position, applicants must complete all fields in the Candidate Profile, including their work history with the month and year. 

Resumes and other documentation can be attached to provide additional information but will not replace the required completed Candidate Profile.

Retiree Notice

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 suspended or voided, and you will be required to repay all benefits received depending upon your retirement date.

Direct Deposit Program

As a condition of employment, a person appointed to a position in the State Personnel System is required to participate in the Direct Deposit Program.  Rather than receiving a paper paycheck, your funds will be deposited directly into your account at your financial institution. This will be accomplished by Electronic Funds Transfer. Banks, savings and loan associations, and credit unions are eligible to accept such deposits. Retirement funds are also required to be in the Direct Deposit Program.

Background Screening Requirement

It is the policy of the Florida Agency for Persons with Disabilities that applicants for employment undergo Level 2 employment screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer.

No applicant for a designated position will be employed or permitted to volunteer until the Level 2 screening results are received, reviewed, and approved by the Agency.
Level 2 background screening shall include, but not be limited to, fingerprinting for Statewide criminal and juvenile records checks through the Florida Department of Law Enforcement and Federal criminal records checks through the Federal Bureau of Investigation and may include local criminal records checks through local law enforcement agencies.

Pursuant to S. 110.1127(1), Florida Statutes, this position requires a background investigation, including fingerprinting.

APD only hires U.S. citizens and those lawfully authorized to work in the U.S. APD participates in the U.S. government’s employment eligibility verification program (E-verify), which electronically confirms an employee’s eligibility to work in the U.S. after completing the employment eligibility verification form (I-9).

All applicants should complete the online application process. If you need assistance applying for this position, please call the People First service center at 1-877-562-7287. 

Responses to the qualifying questions are required to be considered for this position. Answers to the qualifying questions must be verifiable based on your submitted application.

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 (1-866-663-4735). 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.

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Certain service members may be eligible to receive waivers for postsecondary educational requirements.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  Veterans’ Preference documentation requirements are available by clicking here.  All documentation is due by the close of the vacancy announcement.