Requisition No: 830000 

Agency: Department of Transportation

Working Title: OFFICE MANAGER - 55000758

 Pay Plan: SES

Position Number: 55000758 

Salary: $51,628.47 - $66,813.32 

Posting Closing Date: 05/31/2024 

Total Compensation Estimator Tool

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

Administrative Assistant II

927 / Human Resources

OPEN COMPETITIVE

SELECTED EXEMPT SERVICE

CONTACT PERSON: Victoria Kliner

CONTACT PHONE NUMBER: 850-414-5304

CONTACT EMAIL ADDRESS: Victoria.Kliner@dot.state.fl.us

ANTICIPATED BI-WEEKLY HIRING SALARY: $2,336.13

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: Serves as the Office Manager of the Department’s Human Resources Office (HRO). Identifies and addresses the needs of, and provides extensive administrative support to, the Director and Deputy Director of the HRO. Strives to maintain customer confidence and protect HRO’s operations by handling issues with sensitivity, discretion and confidentiality, understanding the fiduciary duty the HRO has in protecting employee data and information.

Monitors the HRO SharePoint site to ensure posts are accurate and current. Routinely audits HRO SharePoint and ensures outdated information is removed or replaced with current information. Serves as back-up to the HRO Data Analysts, as needed. Extracts People First data for ad hoc reports requested by the Director or Deputy Director. Research statutes, rules, policies and procedures to assist with special projects, which includes but is not limited to, drafting responses to Innovative Ideas/Questions received by HRO, the Secretary’s Suggestion Box and constituents who reach out to the Executive Office of the Governor or legislative branch, with regard to Department human resources related issues.

Assists HRO staff with processing receipts through the Works system. Initiates all requests for purchases and procurement including requisitions, purchase orders, and purchasing card charges, ensuring compliance with department policies and procedures. Ensures goods and services are received and are acceptable prior to processing payments. Ensures HRO contracts meet procurement requirements, are renewed timely, and vendors are paid accordingly.

Acts as the administrative point of contact for the HRO. Receives and directs visitors to appropriate subject matter experts (SMEs). Ensures proper phone coverage during regular office hours. Manages and routes telephone calls and emails, processes daily mail and distributes accordingly. Facilitates internal HRO communication. Suggests more efficient ways to operate HRO functional areas. Reviews and recommends changes to HRO desk processes and routinely audits SME desk processes for compliance with formatting and accurate archiving of historical versions. Responsible for maintaining current desk processes reflecting all duties performed by HRO Office Manager. 

Schedules Teams Meetings, GoTo Webinars, Skype meetings and video teleconferences. Assists in coordinating HR workshops and ensures necessary equipment and materials are readily available. Coordinates travel arrangements for HRO staff including preparation of itineraries, securing hotel accommodations, scheduling modes of transportation, and other related details. Prepares and processes travel requests and travel reimbursements.

Monitors status of HRO employees to ensure they comply with annual mandatory training. Oversees HRO sponsored activities such as the annual Flu Shot Clinic and National Take Our Daughters and Sons to Work Day.

Assists in the management of HR expenditures and budget and recommends new fiscal year budget allotments to Director. Routinely reviews budget allotments and expenditures against anticipated projections throughout the fiscal year. Appropriately identifies / earmarks carry forward expenditures near year-end per Office of Work Program and Budget requirements. Research financial transactions, as needed.

Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders, and verifying receipt. Ensures operation of equipment by troubleshooting malfunctions, calling for repairs / assistance and evaluating new equipment, software, and techniques. Coordinates copier and fax machine scheduled maintenance and repair.

Coordinates all new HRO hires, which includes but is not limited to, pre-first day work area prep, scheduling meet and greets with Director of Office of Administration and Director of Human Resources, ensures assignment of mobile telephone, fuel card, and purchasing card, if applicable, orders business cards, updates all applicable HR staffing lists and HRO’s Workplace Contingency Plan.

Maintains HRO property inventory and ensures the receipt and distribution of equipment and materials is properly documented. Conducts routine audits to verify inventory location. Coordinates the disposal of surplus property in accordance with established policies and procedures. Coordinates office moves, telephones, computers, etc. with Support Services and Office of Information Technology (OIT). Prepares and processes property management reports, Property Transfer Requests and other inventory/property documents as required.

KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of administrative principles and practices; knowledge of office practices and procedures; knowledge of state purchasing practices; knowledge of purchasing card processing and procedures; knowledge and skills of Microsoft office suite applications; skills in the operation of personal computer and office equipment; skills in typing correspondence, reports and various documents in an established format; ability to communicate effectively both verbally and in writing; ability to plan, organize and coordinate meetings, events, and work assignments; and ability to work well with others.

OTHER JOB RELATED REQUIREMENTS: This position requires a level I background check.

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.