Operations Specialist - Records & Support Services 1275

General Description

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. A qualified teammate or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act. Veterans' Preference and Priority will be given to eligible veterans and their spouses in accordance with Chapter 295.065 and Chapter 295.07 of the Florida Statutes and Florida Administrative Code Chapter 55-A7 with respect to Veterans' Preference in appointment, retention, and promotion. Effective July 1, 2021, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. Since every duty associated with this position may not be described herein, teammates may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written in this job description. 

Perform advance clerical, technical, and administrative support functions requiring discretion and independent judgment in support of divisional operations in the area of statutes and rules, procedures, compliance, communications, training, purchasing, budget, productivity, and inventory management. 

The operations specialist shares a project-based career progression with operations technician positions and includes by reference all duties from technician levels I and II. However, interested individuals must apply for the operations specialist position after the position is posted. Position reports to senior department management. 

Examples of Duties (Essential Functions)

• Creates systems and tools to capture audit data, track operational performance metrics, and budgetary compliance. Reviews and disseminates quality control reports related to work performed by departmental staff.
• Attends meetings, tracks decisions, creates minutes, distributes bulletins, and maintains operational history over time. Organizes and maintains materials related to technical work products, including user manuals, procedural documentation, system table documentation, knowledge bases, and management reports.
• Reviews rules, statues, and procedural memoranda to ensure compliance with laws and regulations; advises supervisors of new or revised requirements applicable to the department. Reviews license agreements and determine necessary compliance tracking methodologies. Responds to surveys and auditors after discussion with senior department management.
• Creates and prepares training material and conduct meetings, group training sessions, and presentations related to records management and operational functions.
• Assists in project planning. Coordinates the testing of departmental computer systems enhancements, upgrades, and equipment installation. Performs functions related to inventory control and disposal.

Typical Qualifications and Minimum Qualifications

In compliance with federal  law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. 

A valid Florida Driver's License may be required for some positions.

Unless otherwise noted, applicants must have a minimum of a high school diploma or possession of an accredited equivalency diploma, in addition to the direct experience required, and the ability to pass skills testing (such as typing, spelling, math, and grammar) within one (1) year.  Preference is given to candidates with experience in a government entity performing similar functions.

This position requires five (5) years of direct operations support experience. 

A postsecondary degree may be substituted for direct work experience if a candidate is otherwise qualified for the position. Related work experience may not substitute for any required licensure, certification, or registration required for the position. Substitution of a postsecondary degree in lieu of direct experience is authorized as follows:

(a) Two years of direct experience can be substituted with an associate degree; 
(b) Four years of direct experience can be substituted with a bachelor’s degree;
(c) Six years of direct experience can be substituted with a master’s degree; 
(d) Seven years of direct experience can be substituted with a professional degree; or 
(e) Nine years of direct experience can be substituted with a doctoral degree.

Supplemental Information and Knowledge, Skills and Abilities

SPECIAL QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of and ability to use application software and systems to collect and maintain complex data records.
• Knowledge and understanding of the terminology, processes, and type of work performed by the department.
• Knowledge of the principles and processes for effective, professional customer service.
• Computer skills for word processing, spreadsheet, database, and accounting software.
• Ability to exercise sound independent judgment when assisting in planning, developing projects, and making recommendations to management to ensure compliance with office policy, statutes, rules, and other directives,
• Ability to assist with planning and directing organizational systems and procedural projects. Must be capable or researching, comprehending, analyzing, and applying complex legal requirements and procedures.
• Ability to work effectively in a team environment and work independently with little or no supervision using sound judgment in the performance of duties.
• Ability to establish and maintain effective working relationships with the Clerk & Comptroller, administrative staff, vendors, and Clerk & Comptroller's teammates.
• Ability to live and advocate commitment to the Organization's vision, mission, and values.
• Ability to work effectively in a team environment, successfully engage in multiple initiatives simultaneously, and actively resolve problems and find solutions using available resources.
• Ability to report to work on time and to perform the duties of the position for an entire workday.

PHYSICAL AND COGNITIVE DEMANDS

The work is typically sedentary which requires sitting for long periods of times, exerting up to 10 pounds of force occasionally and/or negligible amount of force to lift, carry, push, pull, or otherwise move objects, including the human body. The work may require exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.  

Additionally, the following physical and cognitive abilities are required: 

 

• Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Visual Acuity: Have close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and/or extensive reading.

WORK ENVIRONMENT

Work is performed primarily indoors at one or more of our office locations in Dade City and/or New Port Richey. Travel may be required for meetings or training opportunities.