Requisition No: 828379 

Agency: Department of Transportation

Working Title: ADMINISTRATIVE ASSISTANT II - 55011999

 Pay Plan: SES

Position Number: 55011999 

Salary: $48,713.28 - $63,040.71 

Posting Closing Date: 05/14/2024 

Total Compensation Estimator Tool

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

981 / Office of Toll Operations

OPEN COMPETITIVE

SELECTED EXEMPT SERVICE

CONTACT PERSON: Kathleen Kiefer

CONTACT PHONE NUMBER: 561-488-5426

CONTACT EMAIL ADDRESS: Kathleen.Kiefer@dot.state.fl.us

ANTICIPATED BI-WEEKLY HIRING SALARY: $2,204.22

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: Acts as a liaison/administrative assistant for the Toll Systems Program Manager, Toll Business Analyst Manager, and Toll Systems Monitoring Manager. Plans, coordinates, and organizes work assignments and projects. Manages calendars, coordinates schedules, video conferences, and meetings. Maintains file system, correspondence, meeting minutes, personnel actions, and other related documents. Reviews documents for grammar and structure completeness prior to disseminating within the organization and to other state and national tolling agency partners. Stays up to date with the latest changes in rules, procedures, and processes related to Human Resources, Purchasing, Travel, etc. for Florida’s Turnpike Enterprise (FTE). Performs time keeping oversight and administration for Roadside Toll Systems. Maintains vehicle fleet mileage logs.

Serves as unit P-Card holder, making purchases of office supplies, books, equipment, etc. Monitors Florida Accounting Information Resources (FLAIR) reports to ensure transactions are processed within established timeframes. Processes invoices for payment, ensures goods and services received are acceptable and that invoices are processed correctly and in a timely manner. Performs cellular phone administration for new accounts, deletes, service revisions as well as hardware upgrade, setup and monthly invoice processing.

Performs duties of Inventory Property Delegate for Roadside Toll Systems. Reviews records and reports which require action and recommends solutions or courses of action. Works directly with Property Management staff to assist with the reconciliation of property pending accounting of goods associated with tolling specific tangible assets. 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.

Prepares and ensures all travel authorization requests are properly submitted. Coordinates travel arrangements including vehicle, hotel, conference, etc. Collects receipts and prepares expense reports and completes all required documentation in accordance with Florida Department of Transportation (FDOT) Standards and Policies.

Performs Automated Access Request Form (AARF) enrollment, changes/revisions and terminations. Assists the tolls department with administrative tasks including updating organization charts, employee recognition and awards, position recruitment activities, new employee onboarding, monitoring staff certification/licensure requirements and updating of position descriptions. Coordinates/assists with personnel actions including, but not limited to, hiring packages and People First Talent Management performance evaluations. Maintains confidentiality on all issues.

KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of administrative principles and practices; Knowledge of office procedures and practices; Knowledge of the principles and techniques of effective communications; Ability to collect data relating to administrative functions such as human resources, purchasing or report writing; Ability to prepare correspondence and administrative retorts; Ability to understand and apply applicable rules, regulations, policies and procedures; Ability to work independently; Ability to handle confidential information; Ability to plan, organize and coordinate work assignments; Ability to communicate effectively both verbally and in writing; Ability to establish and maintain effective working relationships with others; Skill in collecting, evaluating and analyzing data relating to administrative functions such as budgeting, human resource management personnel, purchasing or report writing; Skilled in advanced written and verbal communication; Skill in reading, interpreting, communicating applicable rules, regulations, policies and procedures. Skilled in MyFlorida MarketPlace, Skilled in advanced Microsoft Office Suite.

OTHER JOB RELATED REQUIREMENTS: Overnight travel is required.

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.