Office Automation Specialist

This is responsible public health work in the Data Management Unit of the Bureau of WIC Program Services. The incumbent in this position must understand and use office automation equipment, including PCs, printers, software, and other peripheral devices to provide technical assistance, operational maintenance and support, and guidance to system users of the WIC data system. This position is 100% supported by the federal Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) grant and is responsible for the following tasks:

• Uses office automation equipment to provide daily technical assistance as person of the day (POD) to local agency staff statewide regarding WIC data system operations and in compliance with federal and state policies and procedures. POD assistance is documented.
• Provides other technical assistance, training, and guidance to local WIC agencies through staff training, written instruction, on-site visits and correspondence or via the telephone.
• Serves on work teams to solve operational and programmatic issues.
• Performs administrative support duties such as photocopying, typing of information resource requests and other documents, answering the Bureau central telephone switchboard, and assisting in routing/tracking of incoming mail and assignments.
• Maintains unit files. Maintains unit documentation of local agency equipment approvals.
• Processes and routes all faxes received to the WIC FAX Svc Inbox.
• Completes non-routine actions, and documents changes. Examines accuracy of data input with local agency staff and motivates the staff to maintain or improve the accuracy of data entered into the WIC data system by stressing the importance and relevance of accurate completion of all data fields.
• Assists with testing modifications to the WIC data system. Summarizes program areas that require additional follow up by the unit supervisor and/or other members of the WIC management team.
• Assists with drafting reports, correspondence, training guides and other written materials as required. Assists in the development and dissemination of program manuals, training materials, and various forms to comply with federal regulations, state policies and procedures.
• Maintains and improves professional knowledge and skills through participation in staff meetings and through other staff development activities.
• Investigates cases of potential fraud or program violations. Research may require accessing Facebook, Craigslist, or other social media websites to identify, track and document potential WIC fraud and abuse. Collects evidence and recommends corrective actions or penalties as appropriate.
• Performs other related duties and responsibilities as required.

Knowledge of: public health programs; data collection and information system operations and procedures; office automation/computer equipment and software; problem solving techniques; office procedures; correct spelling, grammar and punctuation; and WIC Program regulations and policies.

Skill in: the use of microcomputers, other peripheral equipment and standard software programs; communicating technical information at appropriate levels to different audiences.

Ability to: interpret and respond to computer-related problems using problem-solving techniques; correctly process information and solve problems logically; identify and resolve problems in user workflow and in development of projects; identify and define user needs; evaluate, test or analyze data and procedures; understand and apply applicable rules, regulations, policies, and procedures; think critically; compile, organize, analyze and evaluate data; organize data into logical format for presentations, reports, and documents;

review data for accuracy and completeness; conduct basic research; utilize problem solving techniques; provide consultation and expert advice; plan, organize, prioritize and coordinate work assignments to ensure timely completion of quality, accurate work products; communicate effectively, verbally and in writing; establish and maintain effective working relationships; and work independently.

Minimum: Experience with MS Word, Excel, and Outlook.

Preferred: WIC program experience and experience with the WIC Data System preferred.

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.

The Benefits of Working for the State of Florida: Working for the State of Florida is more than a…