ADMINISTRATIVE ASSISTANT I - 55009811

State of Florida•Doral, FL

8d•Onsite

About The Position

This position will support the Construction office with a variety of daily administrative activities. This role ensures clear organization and compliance with FDOT policies and procedures and state requirements. Through cooperation, coordination and collaboration among the OneFDOT team, you will be contributing to a strong and empowering culture of TRREC: Trust, Relationships, Respect, Empowerment, and Communication. FDOT encourages our team members to grow through engagement, empowerment, training, and professional development. Through our agency’s learning management system, you have access to hundreds of computer-based training and instructor-led courses.

Requirements

Knowledge of administrative principles and practices.
Knowledge of office procedures and practices.
Knowledge of the principles and techniques of effective communication.
Skill in written and verbal communication.
Skill 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.
During a declared emergency event, the incumbent will be required to assist the District as needed.
Responsible for adhering to the provisions and requirements of section 215.422, Florida Statutes (F.S.); related to State Comptroller's rules and Department of Transportation's invoice processing and warrant distribution procedures.
Two years of administrative or clerical experience.
An associate's degree from an accredited college or university can substitute for the required experience.

Responsibilities

Assists in managing the overall administrative functions of the District Construction office.
Assists in planning, coordinating, and organizing work assignments and projects.
Coordinates and reviews for accuracy personnel actions including, but not limited to, recruitment, selection, classification packages and performance evaluations.
Assists in maintaining file system, correspondence, meeting minutes, personnel actions, and other related documents.
Type correspondence, organize and research filing systems.
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.
Reviews and distributes mail.
Processes correspondence and requests for staff and management.
Serves on and supports administrative support and special events committees such as Awards and Recognition as needed.
Coordinates, schedules and sets up conferences and meetings for the District Construction office.
Provides direction and assistance to staff on personnel rules, travel requests/reimbursements, and other department policies, procedures.
Works with Management and staff to coordinate, process, and research as necessary, personnel paperwork in accordance with department requirements.
Perform front desk receptionist coverage.
Handles the unit's Public Records request.
Provides assistance to the Plans Review Engineer using the departments databases and provides support, as assigned.
Serves as the Timekeeper for cost centers 606, 613 and 636.
Acts as Training Coordinator responsible for gathering, organizing, inputting and disseminating training information.
Updates and distributes tracking tools for monitoring mandatory and position required training.
Prepares and processes financial paperwork for purchases made by Electronic Procurement Requisitions, and Purchasing Card charges.
Use of Florida Accounting information Resources subsystem (FLAIR) according to current directives and procedures.
Processes purchasing card charges in Bank of America Works according to procedure.
Process invoices/warrants in accordance with provisions and requirements of Section 215.422 F.S.
This includes contracting responsibilities and miscellaneous invoices using Contract Funds Management (CFM).
Assists with tracking and reporting operating budget expenditures and encumbrances.
Reviews and distributes mail.
Vendor invoice/warrant processing required to perform these duties.