Operations Office Manager

Requisition No: 829173 
Agency: Department of Transportation
Working Title: OPERATIONS OFFICE MANAGER - ********
 Pay Plan: SES
Position Number: ********  
Salary: $51,627.25-$66,811.73 
Posting Closing Date: 05/17/2024 
Total Compensation Estimator  STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION JOB POSTING DESCRIPTION 412 / BROWARD OPERATIONS ANTICIPATED VACANCY / OPEN COMPETITIVE SELECTED EXEMPT SERVICE CONTACT PERSON: Ivanohe Hernandez CONTACT EMAIL ADDRESS: ANTICIPATED HIRING SALARY: $61,206.34 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: 
Health insurance (over 90% employer paid)$25,000 life insurance policy (100% employer paid) Dental, vision and supplemental insurances State of Florida retirement package Generous vacation and sick leave 10 paid holidays a year Career advancement opportunities Tuition waiver for public college courses Training opportunities Flexible work schedules and telework (for designated positions) Employee Assistance Program (EAP) Join FDOT and be part of the team that works as one to improve safety, enhance mobility and inspire innovation in the Florida transportation system!
For additional benefit information available to State of Florida employees, go to SPECIAL REQUIREMENTS: You may be required to provide your Social Security Number to conduct required verifications. Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion in the Career Service, or appointment in the Selected Exempt Service (SES) or Senior Management Service (SMS) unless they are registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS.
THE FLORIDA DEPARTMENT OF TRANSPORTATION VALUES AND SUPPORTS EMPLOYMENT OF INDIVIDUALS WITH DISABILITIES. QUALIFIED INDIVIDUALS WITH DISABILITIES ARE ENCOURAGED TO APPLY.
In accordance with Section 110.112, Florida Statutes, and the Florida Department of Transportation's Individuals with Disabilities Affirmative Action Plan, the agency is committed to ensuring affirmative action and equal employment opportunity for qualified individuals with disabilities. Upon request and as appropriate, reasonable accommodations to individuals with disabilities may be provided. Please contact the Florida Department of Transportation's Human Resources Office located at 605 Suwannee Street, Tallahassee, Florida 32399, or call for assistance.
POSITION DESCRIPTION: Supervises employees by communicating regularly, motivating, training, evaluating and planning and directing employee's work. Directs, coordinates and reviews the work of subordinate employees to ensure efficient and timely processing of administrative matters; in the completion of various personnel actions, fiscal, employee training/travel, resource inventory, disposal and loss prevention, records retention/Electronic Document Management System (EDMS), warehouse operation, typing, filing and receptionist duties. Supervises fiscal/warehouse personnel responsible for the ordering, receipt, payment and distribution of all unit materials, goods and services. Reviews and approves unit purchases for overhead, fuel, utilities and miscellaneous products/services and contractual services.

 
L eads administration and warehouse sections, process improvement plans and strategies as relates to unit and District Business Plan. Assists subordinates in applying best practices to improve existing processes and implement new ones. Updates unit Business Plan, participates in Operations Management team, Operations Circle. Develops local administrative operating procedures in support of unit's mission, vision and values. Oversees the office website design and updates.

 
Assists supervisors in preparing disciplinary actions, grievances, terminations, and other personnel related matters. Prepares position description changes and appointment packages. Processes job description changes, upgrading, downgrading job descriptions. Initiates job requisitions and acts as time keeper in the People First system as needed. Maintains position and hiring files. Ensures compliance with policies, rules and procedures. Serves as liaison between management and District Human Resources Office. Attends management and staff meetings to keep subordinates and superiors informed of administrative requirements and need-to-know information.

 
Ensures that all inquiries made or assigned to the Broward Operations Center Engineer are responded to accurately and in a timely manner. Responsibilities include gathering full information of the subject of the inquiry, identifying the informational sources and staff who have information regarding the subject and reviewing or assembling and composing and coordinating a response which is service-oriented and non-technical in nature. Inquiries may be verbal, written or through tracker system from the public, other government entities, district office or central office.

 
Oversees and approves procurement of goods and commodities utilizing departmental purchase and Minority Business Enterprise policies and procedures. This position has Local Purchase Order signature authority, purchasing not exceeding $20,000. Has vendor invoice/warrant processing responsibility in accordance with 215.422 F.S. (Florida Statute). Responsible for the timely and accurate processing of payments. Has emergency P-card authority.

 
Serves as unit custodian responsible for supervision of annual inventory. Oversees inventory procurement, tracking, identification and surplusing of physical property in compliance with District and Department property procedures. Manages the Electronic Document Management System to ensure that all documents are properly scanned, filed and distributed. This duty requires the incumbent to train employees to effectively utilize the system while maintaining current efficiencies.  Oversees records retention periods and effective destruction of records. Monitors building/facility access cards and hours for staff and consultants.

 
Develops mechanisms to accurately track annual rate utilization for cost centers on an on-going basis. Assists the Operations Engineer in developing annual rate plan, commensurate with available rate dollars and unit needs. Prepares market parity analysis and other staffing and pay studies as required by and for higher authority. Maintains and tracks rate utilization for (Operations Center) cost centers. Provides guidance and makes recommendations to the (Operations Center) Engineer. Provides controls and procedures for continual monitoring and overview of budgetary and financial matters. Provides current information and oversees compliance on policies and procedures. Manages and assures completion and accuracy of all fiscal documents processed.

 
Develops, monitors and tracks unit's annual operating overhead budget, ensuring proper expenditures of state funds. Assists Operations Engineer in assessing, estimating and obtaining equipment, services and other commodities as directed by Department procedures and requirements. Provides regular budgetary status reports to unit and District budget personnel to facilitate end of year balance.

 
Develops and maintains a database of supplies and personnel needed for emergency response. Maintains and updates on a quarterly basis contact information for emergency personnel. Creates and maintains a log of small equipment such as chain saws, pole saws, weedeaters, generators, etc. Maintains inventory assignment sheets for all small equipment. Maintains an inventory of hurricane emergency supplies and equipment including generators, critical items, roadway supplies, and small equipment. Recommends necessary purchases. Provides status reports to supervisor on a quarterly basis
KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of personnel procedures, principles, policies, and practices. Knowledge of budget management and procurement of goods and services. Knowledge of data collection, process improvement, strategic planning, and quality management concepts. Skill in using computer software applications. Ability to review data for completeness and compliance with applicable authority. Ability to work independently and make decisions. Ability to lead individuals, supervise people and direct teams. Ability to comprehend, interpret and apply rules, regulations, policies, procedures. Ability to communicate effectively orally and in writing with various levels of customers. Ability to establish and maintain effective working relationships. Ability to determine work priorities, assign work and ensure timely completion of assignments. Ability to implement career development plans. Ability to create and produce reports. Ability to assess budgetary needs.
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 ). 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.