Requisition No: 825306 

Agency: Department of Transportation

Working Title: ADMINISTRATIVE ASSISTANT II - 55004467

 Pay Plan: SES

Position Number: 55004467 

Salary: $48,696.69 - $63,019.24 

Posting Closing Date: 05/17/2024 

Total Compensation Estimator Tool

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

851 / Highway Operations

OPEN COMPETITIVE

PENDING CLASSIFICATION

SELECTED EXEMPT SERVICE

CONTACT PERSON: Karen Mackey

CONTACT PHONE NUMBER: 954-934-1249

CONTACT EMAIL ADDRESS: karen.mackey@dot.state.fl.us

ANTICIPATED BI-WEEKLY HIRING SALARY: $2,219.15

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: Provides administrative support to the multiple departments within Highway Operations. Maintains and updates the team's calendars and includes travel information on the invites. Prepares itineraries and reimbursements for the entire Florida Department of Transportation (Department) Operations team. Prepares written correspondence for the Operations team. Reviews correspondence, invoices, contracts, and other documents sent to the Operations team for authorization and signature to ensure that they are complete, properly prepared, and in compliance with appropriate policies and procedures. Ensures documents and correspondence are ready for final signatures, ensuring correct grammar, punctuation, and spelling. Assist the Operations & Management Consultant II in recommending changes to existing processes to improve the operations team. Assists various departments, personnel, and partner agencies in locating information. Makes travel arrangements for the Operations team. Performs assigned and special projects to ensure and enhance operations. Manages and administers access to data systems.

Makes various purchases for Operations, following the Department’s purchasing and payment procedures and guidelines, and processes all invoices promptly, assuring full compliance with State Statutory requirements. Ensures goods and services are received and are acceptable before processing payment. Maintains a common filing system for Operations, adhering to all applicable Florida State guidelines related to records management. Researches, obtains, and compiles preliminary information required to formulate management decisions. In preparation for staff meetings, researches pertinent materials and provides participants with background information. Reviews all Property Management Reports (PMRs) for accuracy and completeness and routes them for authorization. Maintains and submits monthly mileage reports for the director of operations designated pool vehicle. Processes monthly mobile charges.

Maintains a current detailed contact list and organization chart for all unit managers and the Operations Team. Ensures directory information for all unit staff is current and properly maintained. Acts as the custodian for unit employee information, including hire dates, fuel card numbers, and emergency contact information. Responsible for initiating Automated Access Request Forms (AARF) on behalf of unit managers to establish and modify access to various Department systems and applications. Serves as the Safety Captain, ensuring an up-to-date personnel listing. Serves as the Operations Cost Center Delegate for Workplace Contingency Plan Builder (WPCPB).

Serves as the primary point of contact for the Operations SharePoint site, creating sub-sites as needed and approved. Ensures content is accurate and up-to-date. Monitors and updates information on the SharePoint site, as requested or needed. Ensures all personnel who require permissions have the correct level of access to the SharePoint site. Supports Emergency Operations Center in times of activation.

Serves as one of the GovQA correspondence system points of contact, in addition to a point of contact for those issues and correspondences that derive outside of GovQA (from the Governor's Office, Central Office, and others). Ensures the GovQA system is updated, new issues are routed properly, and issues are closed out of the system or otherwise routed back to the originator. Acts as a liaison for the Turnpike's Director of Operations in the absence of the Operations & Management Consultant II.

KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of administrative and office support principles and practices; knowledge of policies and procedures for purchasing goods/services and processing and/or approving purchasing card invoices; ability to communicate effectively, orally and in writing with internal and external customers; skilled in Windows applications; ability to operate standard business and office equipment; ability to understand and apply applicable rules, regulations, policies and procedures; ability to prepare correspondence and administrative reports; ability to maintain an appointment calendar, schedule meetings and make travel arrangements; ability to work independently; ability to handle multiple tasks and interruptions; ability to maintain strict confidentiality when handling sensitive issues. Skilled in Microsoft Office applications. Ability to prioritize tasks and projects.

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.