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Administrative Coordinator

Department		Quality Assurance
Location		WorkForce One 3800 Inverrary Boulevard, Suite 400 Lauderhill, Florida 33319;
Job Number		372
Date Posted		2008-07-23
Employment Status		Full-time
Exemption Status		Non-Exempt
Salary		$17.38 per hr

Job Description

Summary

Provide administrative support to the department Vice President and other department members, with special emphasis on database management and the customer service complaint intake process.

Duties and Responsibilities

(Other duties may be assigned)

Prepare reports, memos, letters, and other documents, using word processing, spreadsheet, database, and/or presentation software. Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution. Open, sort, and distribute incoming correspondence, including faxes and email. File and retrieve agency documents, records, and reports. Prepare responses to correspondence containing routine inquiries. Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic tracking of activities. Prepare agendas, take and transcribe minutes, and make arrangements for committee and other meetings. Make travel arrangements for various department members. Research, and prepare reports and analysis for Vice President and other department staff. Research and identify appropriate training opportunities for service providers and other front-line staff. Develop and maintain multiple survey and quality assurance databases and perform data entry for various projects. Serve as Department’s first point of contact for receiving and documenting customer service complaints. Route complaints to appropriate staff member for handling. Track and follow-up on customer complaints with service provider to ensure resolution according to organizational customer contact standards. Visit OneStop and other provider sites to conduct customer service satisfaction surveys. Compile and track survey results in collaboration with the Quality Assurance Analyst. Compile and maintain Quality Assurance Department Policy & Procedure Manual and memorandum log. Maintain quality steering team minutes and activity manuals Maintain Department calendar to keep agency apprised of staff activities. Participate in the agency’s hiring process by serving on screening and interview panels as needed. Assist employees with procedural problems and answer questions from employees, subcontractors and the public. Participate in agency’s quality improvement initiatives by continually focusing on strategic planning and improving customer service. Communicate with coworkers, management, staff, clients, and the general public in a courteous and professional manner. Conform with and abide by all regulations, policies, work procedures, and instructions. Respond promptly when returning telephone calls and replying to correspondence, emails, and faxes. May be assigned other responsibilities on a temporary or ongoing basis as necessary for the delivery of quality service within the Department or WorkForce One as an organization.

Requirements

Must be proficient in all Microsoft Office applications and possess extensive Word and Excel skills, possess the ability to utilize state workforce development databases and possess the ability to utilize the Internet to conduct research and obtain data. The ability to establish and maintain effective working relationships with other employees at all levels; the ability to effectively communicate orally and in writing, the ability to prioritize work; the ability to perform many tasks in a short time frame is necessary; and the ability to follow oral and written instructions.

Education and/or Experience

A high school diploma or equivalent plus two years of progressively responsible secretarial and administrative experience are required.
Must be able to prioritize work and work under tight deadlines. Contracts experience is a plus.

How To Apply

Complete on-line application, EEO form and attach a copy of your resume.

Required Education and Background Information

Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. To be creditable, any required accredited college or university education must be verifiable from a reliable source within the United States or its territories or possessions, and information identifying that source must be submitted with the application.

Special Accommodation and Communication Needs

WorkForce One provides necessary reasonable accommodation in the interview process upon request to persons with disabilities. Such requests must be made PRIOR to any scheduled interview.

Veterans Preference

Veterans preference will be granted to Florida residents in accordance with Florida law to eligible veterans and spouses of veterans. Preference points will be awarded only if copies of supporting documentation (DD-214 and/or proof of receipt of disability benefits) is provided at time of application. Veterans who have been employed by a governmental entity within the State of Florida are not eligible for a preference pursuant to Florida Law.

Identification Requirements

A valid paper social security card and a governmentally issued photo I.D. is required at the time of selection interview.

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