ADMINISTRATIVE ASSISTANT I - 55014810
State of Florida
•Onsite
About The Position
This position will provide comprehensive administrative support to the SunPass Operations Director and the Toll Operations leadership team, managing calendars, meetings, travel arrangements, and adherence to departmental policies. It also maintains essential office functions such as filing systems, purchasing processes, personnel coordination, and support for division-wide activities like onboarding and employee recognition. Additionally, the position oversees equipment inventory, conducts annual audits, processes property management actions, and assists with resolving invoice discrepancies.
Requirements
- Knowledge of administrative principles and practices.
- Knowledge of office procedures and practices.
- Knowledge of the principles and techniques of effective communication.
- Skills in written and verbal communication.
- Skills in reading, interpreting, communicating applicable rules, regulations, policies and procedures.
- 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.
- Must be United States (U.S.) citizens or lawfully authorized alien workers.
Responsibilities
- Assist in managing the overall administrative functions of the SunPass Operations Director. May also assist the other members of Toll Operations leadership team, as needed.
- Maintains and coordinates calendar scheduling and setup of conference room/meeting space.
- Completes travel arrangements and prepares all travel requests and reimbursements.
- Ensures staff follow and adhere to Turnpike, Department, and State policies and procedures especially related to Travel and Training Requirements.
- Assists in maintaining file system, drafting correspondence, developing meeting minutes, tracking personnel mandatory training, coordinating access renewals, maintaining employee emergency contact information, and other related tasks.
- 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.
- Processes purchasing card charges in Works according to procedure.
- Leads or supports activities related to New Employee Orientation, Awards and Recognition, special events, and other Division-wide activities as needed.
- Works with Toll Operations Leadership and FTE HR staff to coordinate and process personnel actions including onboarding and offboarding, in accordance with department requirements.
- Performs regional equipment inventory checks and serves as inventory custodian for the SunPass Cost center (or others as needed).
- Travel to sites to conduct preliminary and final inventory audits on a yearly basis.
- Prepares Property Management Requests (PMR) for new and relocated assets.
- Assists with processing of Department invoices and resolving discrepancies.
Benefits
- Health insurance (over 90% employer paid)
- $25,000 life insurance policy (100% employer paid)
- Dental, vision and supplemental insurances
- State of Florida retirement package
- 10 paid holidays a year
- Generous vacation and sick leave
- Career advancement opportunities
- Tuition waiver for public college courses
- A variety of training opportunities
- Employee Assistance Program (EAP)
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
