OFFICE OPERATIONS MANAGER II - SES - 64000536

Office Operations Manager II - SES

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website.

The Prosecution Services Unit (PSU) is responsible for providing legal services in the regulation of all health care boards and councils. PSU takes administrative action against healthcare practitioners for violations of the licensee's practice act.

Incumbent reports directly to the Operations & MGMT Consultant MGR. This position spends the 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. The employee must demonstrate exceptional communication, interpersonal, and comprehension skills. The employee must use discretion and independent judgment using policies and operating practices of the Department and the Unit and is responsible for assuring compliance with federal and state laws.

Your Specific Responsibilities :

Performs as the Supervisor of the Expert Witness Team within Prosecution Services Unit and will perform the duties as follows : responsible for the timely and accurate production or renewal of all expert witness and outside counsel purchase orders; prepares the purchase order, cover letter, and appropriate questionnaires and mailing labels for every contract vendor either during the annual renewal period or when a new expert witness has been approved by the Chief Attorney over the expert's profession and / or the Deputy General Counsel. Ensure creation and distribution of lists of expert witnesses, including directories of experts by specialty, for use by the Department's attorneys and other staff. Maintain and manage an organized filing system of those purchase order files for which the incumbent is responsible, to include past orders, opinions and work authorization for or from each expert witness in accordance to the Florida Department of State, General Schedule for State Government agencies. Ensures quality and timeliness of processing and payment for purchase orders and transmittal of case files and opinions. Ensures that Expert Team adequately communicates with experts and attorneys and facilitates communication between all parties.

Coordinate the distribution of expert information (curriculum vitae, expert opinion, billing invoices) needed to fulfill discovery needs for litigation. Will perform research and make copies as needed in response to Requests for Production filed with the Department regarding the Department's experts in connection with pending hearings.

Supervise monthly audit of cases in the Expert Witness area; Maintain and manage an organized tracking system of cases submitted to expert witnesses; Collect, evaluate and analyze data; document work-flow to improve operational flow and management practices of the Expert Witness team; Maintain and manage an organized filing system of all pro-bono experts; Prepare and mail out the Continuing Medical Education certificates to all pro-bono expert witnesses that qualify each biennial license renewal period.

Prepare and submit quarterly reports to Program Operations Administrator to include tracking of cases submitted for expert witness review, tracking of purchase orders balances and invoice payments.

Directs or responds to telephone inquiries received within the team from either the expert witnesses, general public, complainants, Subject's and / or Subject's counsel concerning disciplinary cases.

Interface with experts regarding the status of their opinion, questions regarding purchase orders or any other expert witness inquiries. Work with triage expert to assist expert witnesses in obtaining and accessing documents for review.

Compile and prepare special reports concerning data on expert witness.

The incumbent in this position is responsible for supervising the coordination and monitoring of review of documentation detailing services rendered by expert witnesses to determine accuracy and monitoring of the timely processing of expert witness invoices to ensure compliance with Section 215.422, F.S. and Chapter 3A-24, F.A.C.

Other duties as assigned.

Required Knowledge, Skills, and Abilities :

Knowledge, skills and abilities, including utilization of equipment, required for the position : Knowledge of administrative principles and practices. Knowledge of office procedures and practices. Knowledge of the methods of data collection. Knowledge of the principles and techniques of effective communication. Ability to collect, evaluates, and analyzes data relating to administrative functions such as accounting, personnel, purchasing, or report writing. Ability to prepare correspondence and administrative reports. Ability to understand and apply applicable rules, regulations, policies, and procedures. Ability to utilize problem-solving techniques. Ability to work independently. Ability to plan, organizes, and coordinates work assignments. Ability to communicate effectively. Ability to establish and maintain effective working relationships with others.

Qualifications :

Preference will be given to those who meet the following minimum requirements : 1-3 years supervisory experience.

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 :

Innovation : We search for creative solutions and manage resources wisely.

Collaboration : We use teamwork to achieve common goals & solve problems.

Accountability : We perform with integrity & respect.

Responsiveness : We achieve our mission by serving our customers & engaging our partners.

Excellence : We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work :

2585 Merchants Row Blvd.

Tallahassee, FL 32399

The Benefits of Working for the State of Florida :

• 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.

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.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.

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