Staff Assistant - Ocala, United States - The State of Florida

The State of Florida

Verified Company

Ocala, United States

2 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Requisition No: 829101

Agency:
Department of Health

Working Title:

STAFF ASSISTANT

Pay Plan:
Career Service

Position Number:

Salary:
$32, $ 36,036.00

Posting Closing Date: 05/24/2024

Total Compensation Estimator Tool**OPEN COMPETITIVE

Your Specific Responsibilities:

The incumbent in this position works independently as the Receiver, Shipper, Fleet Manager, and Inventory Custodian for DOH-Marion under the Administrative Service Director.

Ensures all ordered items are received in for DOH-Marion and properly recorded. Utilizes Ariba On Demand (AOD) MyFlorida MarketPlace (MFMP) to record receipts on open orders. Regularly reviews open orders to ensure items are followed up on and received or closed as necessary. Works with departments to make sure orders are received timely. Works closely with purchasing office and accounts payable for returns. Helps departments with minor assembly/disassembly of equipment/furniture.

Works with all departments to provide shipping assistance daily.

Helping to prepare lab specimens, documents to be sent out by Delivery Services, ensures outgoing mail is ready for pickup by Postman, etc.

Secures and maintains key inventory for main building, outlying clinics, vehicles, etc. per standard operating procedure.

Issues keys and equipment as requested by staff assuring that proper procedures for signing them in and out are followed.

Acts as the Fleet Manager for DOH-Marion. Keeps calendars for usage of fleet vehicles, maximizing and accommodating usage across programs. Coordinates drop off/pick up of vehicles in need of maintenance. Compiles monthly usage/expenditure data and updates vehicle log by the 10th of each month. Works as a liaison with County Fleet on vehicle repairs and coordinates with supervisor on approval. Ensures all DOH-Marion vehicles have up to date paperwork including insurance cards, incident reporting, etc. Ensures programs are regularly cleaning and servicing assigned vehicles. Provides training on fueling for staff utilization.

Processes incoming mail daily. Sorts and distributes mail to mailboxes. Date stamps invoices and billing documents upon receipt. Endorses checks for all departments and logs on the daily mail log.

Copies all checks and submits original checks to fiscal designee and provides copies of log and checks to department personnel for processing.

Scans Voucher Documentation for Accounts Payable.

Acts as the liaison with county for county inventory of all items on-site and stored off-site, working with DOH staff, CHD staff and county property custodian to assure all items are accounted for and items are not destroyed prematurely.

Works as the Delegated Property Custodian to ensure that all property is accurately tagged, and paperwork completed in accordance with policy and procedures.

Coordinates the tagging, accountability, control, transfer and surplus of tangible county and state property (utilizing AMS). Ensures that a physical inventory for both county and state assets is completed annually (with an independent person).

Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

Must be able to lift 40 lbs.
Working knowledge of inventory management
Skilled in assembling and disassembly basic office/medical equipment or furniture.
Ability to receive, sort and verity equipment and supplies.
Ability to inspect equipment and materials to ensure that they are accurate in count and undamaged.
Ability to communicate effectively.
Ability to establish and maintain effective working relationships with others.
Skilled in Microsoft Outlook and Excel
Ability to multitask and stay organized.
Ability to follow policy/procedure.
Skilled in Data Entry
Ability to provide independent judgment to accomplish required tasks.

Qualifications:

Minimum

Experience working in Shipping/Receiving.

Experience managing company-owned vehicles with regard to usage, maintenance and repair.

Eperience with physical inventory accountability.

Experience working with Microsoft Excel.

Preferred

Experience in My Florida Market Place and Asset Manager System

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:

Marion County Health Department

1801 SE 32nd Ave Ocala Florida 34471

The Benefits of Working for the State of Florida:
W