Job Description
JOB SUMMARY:
This position provides technical support for the programmatic functions of the organization by conducting data entry and quality control reviews of customer files and paperwork to ensure compliance with Federal, State and local legislation, regulations, policies and procedures.
ESSENTIAL JOB FUNCTIONS:
(The following duty statements are illustrative of the essential functions of the job and do not include non-essential or marginal duties that may be required. CareerSource Tampa Bay reserves the right to modify or change the duties or essential functions of this job at any time).
• Provide functional oversight to the MIS Technicians.
• Assist Director with reviewing USDOL ETA TEGL’s and DEO Guidance/Communique’s/Consultation Papers and determining impact to organization and programmatic operations.
• Develop programmatic desk guides (structure/format, numbering system, topics needed, etc.) and conduct annual review.
• Conduct research STW and nationally to identify workforce development best practice trends and makes recommendation for continuous improvement.
• Assist with creating and publishing various performance reports.
• Prepares materials including action items and reports for the CSTB Board of Director’s and Committee Meetings as needed.
• Assist Director in the development and oversight of QA Programmatic Monitoring Plan and team.
• Assist Director in resolution of programmatic data entry issues identified by MIS Technicians.
• Serve as one of the RSOs for the region.
• Maintain MIS section of CSTB intranet – uploading programmatic forms, training materials, FAQ, key performance reports etc.
• Develop programmatic training materials to include: quick reference guides, at-a-glance, fact sheets, flowcharts, training recordings, and PowerPoint presentations.
• Manage internal FAQ email address and publishes FAQ responses on a monthly basis to programmatic staff.
• Develop an annual MIS Programmatic Staff Development Training Plan.
• Assist with conducting programmatic training based on organizational needs and requests from Program Coordinators/Directors.
• Manage programmatic forms and maintain inventory control and establish annual review of all forms to make necessary adjustments for upcoming PY.
• Assist with MIS Mailbox functions of setting up new users, modifying privileges and revocation.
• Conduct and track annual security training as required by DEO.
• Assist with internal programmatic audits, annual DEO programmatic monitoring and WIOA Data Validation Review.
• Conduct a quality control review to ensure customer files and paperwork submitted comply with Federal, State and local legislation, regulations, policies and procedures.
• Correct inconsistencies and omissions on customer paperwork and files submitted in accordance with local policies and guidelines.
• Prepare reports that explain the procedures utilized during the quality control function/review, documentation reviewed, and detail findings of noncompliance.
• Input data from multiple sources into appropriate, multiple tracking systems accurately, within appropriate time frames and in compliance with Federal, State and local legislation, regulations, policies and procedures.
• Scan, categorize and file paperwork into the electronic filing system in accordance with local guidelines.
• Assist with customer activity tracking and reporting.
• Assist in the management of the electronic filing system.
• May assist by pre-screening potential program applicants for eligibility and program entry requirements.
• May assist in tracking customer budget and other ad-hoc customer data.
• May assist with the search for job placement information from 3rd party data systems.
• May assist with preparing reports on data contained with the systems; both routine scheduled reports as well as ad hoc reports.
• May assist with reviewing and validate training vendor invoices/vouchers for accuracy and they relate to the ITA issued and timeliness.
• Duties may be assigned as deemed necessary.
Requirements
QUALIFICATIONS:
Minimum Education & Training:
• AS or AA degree, certification or equivalent.
• Two (2) years of related experience in business or general office operations including data entry, quality control, accounting clerk, etc. or equivalent combination of education, training and/or experience.
• Certificate of completion for Microsoft Office, Word, and/or Excel preferred.
• Florida Workforce Professional Certification Tier I required.
JOB SPECIFICATIONS:
• Knowledge of and ability to operate computer hardware and software.
• Knowledge of and ability to effectively use Microsoft Office products.
• Knowledge of Workforce Development legislation, regulations and policy guidelines.
• Knowledge of OSST and EFM systems.
• Knowledge of quality control methodologies and best practices; with emphasis on the workforce development industry.
• Knowledge of program record retention requirements.
• Ability to input data into multiple on-line systems.
• Ability to scan, file and catalogue data in electronic filing system.
• Strong customer service and interpersonal skills.
• Ability to produce detailed, organized work.
• Ability to effectively communicate, both orally and in writing.
• Ability to determine the approach for completing tasks while following general guidelines.
• Ability to work in a dynamic environment that requires the incumbent to be sensitive to change and responsive to changing goals, priorities, and needs.
• Ability to follow specific procedures that may result in interaction with co-workers and other individuals.
• Ability to see, hear, and speak English.
PHYSICAL REQUIREMENTS:
• Walking. Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Fingering. Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers.
• Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.
• None. The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).
Compensation and Hours
Salary Range: $8.65 (minimum) DOE (Depends on Experience) Not Available Other Benefits: Not Available Full or Part Time: Full Time (30 Hours or More) Job Duration: Over 150 Days Type of Job: Regular
Day Shift
Evening/Swing Shift
Night/Graveyard Shift
Night/Graveyard Shift
Rotating Shift
Split Shift
Split Shift
Flexible Shift
12AM
6
12PM
6
Hours per Week:
Hours Not Specified
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