OFFICE OPERATIONS MANAGER I - SES - 64002051

Requisition No: 838354 

Agency: Department of Health

Working Title: OFFICE OPERATIONS MANAGER I - SES - 64002051

 Pay Plan: SES

Position Number: 64002051 

Salary:  $1,663.57 Biweekly 

Posting Closing Date: 10/09/2024 

Total Compensation Estimator Tool

INTERNAL AGENCY OPPORTUNITY

Your Specific Responsibilities:

This position spends a majority 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 position involves supervisory and office operations management work in the Women, Infants, and Children (WIC) Program at the Okaloosa County Health Department (OCHD. The work requires possessing a knowledge of WIC practices and procedures in order to apply program knowledge and recommend solutions to problems relating to WIC. Requires ability to analyze policies and procedures to improve WIC processes and use initiative to devise new methods and approaches related to WIC and Florida Department of Health (FDOH) services.

Assists program staff with resolving issues related to WIC data collection, benefit issuance, and appointment scheduling. Completes multiple reports for both WIC sites at the Okaloosa County Health Department. Completes quarterly quality improvement and shares results with staff along with plans for improvement for issues found. Completes WIC monthly report, every third month and in the absence of the WIC Program Director, for submission to state office.

Serves as purchasing liaison for WIC program, working collaboratively with the Business Office on purchasing, budgeting and other fiscal activities. Tracks all supplemental nutritional product orders. Processes all supplemental nutrition product paperwork and forwards to the State WIC office for payment within 3 days of receipt of product. Process all damaged formula and secures credit memos or works with vendor for product replacement. Conducts monthly formula inventory.

Oversees Vendor Manager compliance reviews, paperwork and reports in a timely manner. Plans, coordinates and presents at countywide vendor management meetings and workshops for WIC vendors at least every other year or as directed by the State WIC office. Acts as liason between local WIC vendors and the State WIC office.

Leads investigations into allegations of local client fraud and/or program abuse. Conducts investigations and reports findings to the local WIC Director as well as the State WIC Office Fraud Unit. Sends correspondence to clients via certified mail, notifying them of any suspension from the WIC program for fraud and abuse after investigations are completed.

Acts as the Okaloosa County WIC lead for the Farmer’s Market Nutrition Program (FMNP). Maintains master inventory for FMNP coupons each year. Distributes information to local WIC staff regarding updated FMNP training. Updates handouts with local farmers market information as needed. Responsible for tracking voided and destroyed FMNP coupons. Accountable for proper issuance, inventory, storage and security of FMNP coupons.

As information custodian for the designated information set of WIC records; maintains the security and confidentiality of all information contained within this set. Develops and implements a record management system and assures compliance with Federal and State program regulations regarding records retention and destruction. Dispositions records as necessary. Organizes storage and destruction of records by third parties.

Acts as WIC asset manager and ensures documentation, tracking, and tagging of all equipement purchased with WIC funds. Completes annual equipment inventory and updates AMS as necessary. Responsible for dispostion of equipment when needed.

Oversees WIC program community initiatives and activities including Budles for Babies, Military, group home/shetler and other outreach opportunities.

Attends team meetings, meets with supervisor, keeps supervisor informed of results of activities, upcoming activities, successes and challenges. Participates in workshops, in-services, conferences, meetings and other activities related to public health services.

Performs all other duties as assigned in support of the Agency’s vision and mission.

Required Knowledge, Skills, and Abilities:

• Knowledge of administrative principals and office procedures and practices. 
• Ability to collect and sort data. 
• Ability to conduct accurate inventories and maintain purchasing and inventory records according to Federal and State guidelines.  
• Ability to understand and apply rules, regulations, policies, and procedures.
• Problem-solving and analytical skills. 
• Ability to manage time and organize and coordinate work assignments. 
• Must be able to communicate effectively in writing and speaking English.

Qualifications:

• 1 year full-time work experience independently performing administrative, or office operations functions required.
• Knowledge and/or experience in WIC program functions and operations preferred.

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:

Position is assigned to the Okaloosa County Health Department, Fort Walton Beach clinic. May be required to occasionally work at the Crestview clinic as needed.

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 www.myfrs.com);

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

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.

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: http://www.sss.gov 

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.

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

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). 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. 

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 (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.