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SalaryRequisition No: 824854
Agency: Department of Transportation
Working Title: ADMINISTRATIVE ASSISTANT I - 55003716
Pay Plan: Career Service
Position Number: 55003716
Salary: $41,638.88-$53,885.60
Posting Closing Date: 03/10/2024
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STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
JOB POSTING DESCRIPTION
162 / TRAFFIC OPERATIONS
CAREER SERVICE
CONTACT PERSON: Michelle Nichols
CONTACT PHONE NUMBER: 863-519-2508
CONTACT EMAIL ADDRESS: Michelle.Nichols@dot.state.fl.us
ANTICIPATED BI-WEEKLY HIRING SALARY: $1,862.33
Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:
- Health insurance (over 90% employer paid)
- $25,000 life insurance policy (100% employer paid)
- Dental, vision and supplemental insurances
- State of Florida retirement package
- Generous vacation and sick leave
- 10 paid holidays a year
- Career advancement opportunities
- Tuition waiver for public college courses
- Training opportunities
- Flexible work schedules and telework (for designated positions)
- Employee Assistance Program (EAP)
Join FDOT and be part of the team that works as one to improve safety, enhance mobility and inspire innovation in the Florida transportation system!
For additional benefit information available to State of Florida employees, go to https://www.mybenefits.myflorida.com/
SPECIAL REQUIREMENTS: You may be required to provide your Social Security Number to conduct required verifications. Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion in the Career Service, or appointment in the Selected Exempt Service (SES) or Senior Management Service (SMS) unless they are registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS.
THE FLORIDA DEPARTMENT OF TRANSPORTATION VALUES AND SUPPORTS EMPLOYMENT OF INDIVIDUALS WITH DISABILITIES. QUALIFIED INDIVIDUALS WITH DISABILITIES ARE ENCOURAGED TO APPLY.
In accordance with Section 110.112, Florida Statutes, and the Florida Department of Transportation’s Individuals with Disabilities Affirmative Action Plan, the agency is committed to ensuring affirmative action and equal employment opportunity for qualified individuals with disabilities. Upon request and as appropriate, reasonable accommodations to individuals with disabilities may be provided. Please contact the Florida Department of Transportation’s Human Resources Office located at 605 Suwannee Street, Tallahassee, Florida 32399, or call (850) 414-5300 for assistance.
POSITION DESCRIPTION: Assists the Administrative Assistant II in managing the overall administrative functions of the Traffic Operations and District Safety Offices. Coordinates and reviews for accuracy personnel actions including, but not limited to, recruitment, selection, classification packages and performance evaluations. Works with management and staff to prepare, and research as necessary, personnel paperwork in accordance with department requirements. Receives incoming calls for Traffic Operations and District Safety and routes to the most appropriate person or office.
Processes utility invoices for the Regional Transportation Management Center (RTMC) and Satellite Transportation Management Center (STMC) in accordance with Florida Department of Transportation (FDOT) and District One policies/procedures utilizing appropriate funds. Assists with tracking and reporting operating budget expenditures and encumbrances for Traffic Operations and District Safety.
Processes office supply orders for Traffic Operations, RTMC/STMC, and District Safety staff using the Purchasing Card (PCard) and other payment methods. Serves as purchasing card holder. Prepares and processes purchasing card charges in the Bank of America WORKS System according to current directives and procedures. Processes travel authorizations and reimbursement for Traffic Operations and District Safety in the Statewide Travel Management System (STMS) in accordance with state travel procedures. Makes hotel reservations and conference registrations and secures appropriate travel approvals as required.
Processes correspondence and requests for staff and management. Receives incoming mail and action items, and advises the Administrative Assistant II, District Traffic Operations Engineer, or District Safety Administrator when quick responses are needed. Maintains and electronically files intersection, alpha and e-mail correspondence documents utilizing SharePoint. Manually files original documents in non-electronic intersection files. Maintains and updates agencies contact lists in SharePoint. Monitors and assigns customer complaints and requests using the Traffic Operations Customer Tracking System.
Serves on and provides administrative support for special event committees, such as Safety Coordination, New Employee Orientation, and Awards and Recognition as needed. Coordinates with the District Human Resource (HR) office to assist employees with general human resource issues, Family Medical Leave Act, Worker's Compensation, People First System and job opportunities. Serves as backup Timekeeper. Serves as Unit Training Coordinator for Traffic Operations and District Safety. Distributes Monthly Motor Logs, processes and enters data in the Motor Log System, and reconciles Wex Fuel Card purchases monthly.
Coordinates with management and other administrative staff on purchases, transfers, and surplus of equipment to ensure department procedures are followed and all offices are in compliance. Provides direction and assistance to staff on personnel rules, travel requests/reimbursements, and other department policies, procedures. Coordinates, schedules, and sets up meetings for Staff Meetings and Events. Assists staff with scheduling meetings and appointments utilizing Outlook and TEAMS.
KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of administrative principles and practices. Knowledge of office procedures and practices. Knowledge of the principles and techniques of effective communication. Ability to collect data relating to administrative functions such as human resources, purchasing or report writing. Ability to prepare correspondence and administrative reports. Ability to understand and apply applicable rules, regulations, policies and procedures. Ability to work independently. Ability to plan, organize and coordinate work assignments. Ability to communicate effectively. Ability to establish and maintain effective working relationships with others. Skill in written and verbal communication. Skill in reading, interpreting, communicating applicable rules, regulations, policies and procedures.
OTHER JOB RELATED REQUIREMENTS: Responsible for adhering to the provisions and requirements of Section 215.422, F.S., related State Comptroller’s rules, and Department of Transportation’s invoice processing and warrant distribution procedures. Employee will be required to be responsive to emergency situations within a very short timeframe and serve in the Transportation Emergency Management Team (TEMT).
MINIMUM QUALIFICATIONS: An associate's degree from an accredited college or university. Administrative or clerical experience can substitute on a year-for-year basis for the required college education.
As a CANDIDATE, you may be required to provide documentation (i.e. HIGH SCHOOL DIPLOMA OR EQUIVALENCY, college transcripts, ETC.) to verify meeting these Minimum Qualifications.
THE FLORIDA DEPARTMENT OF TRANSPORTATION VALUES THE SERVICE VETERANS AND THEIR FAMILY MEMBERS HAVE GIVEN TO OUR COUNTRY AND SUPPORTS THE HIRING OF RETURNING SERVICE MEMBERS AND MILITARY SPOUSES. If you are a preference-eligible applicant who receives notice of a hiring decision and believe that you were not afforded employment preference in accordance with applicable Florida law and regulation, you may file a written complaint within 60 calendar days from the date you receive the notice, requesting an investigation to the Florida Department of Veterans’ Affairs, Division of Benefits and Assistance, 9500 Bay Pines Boulevard, Room 214, St. Petersburg, Florida 33708.
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.
Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). 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.
VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.
