ADMINISTRATIVE ASSISTANT II - 55010245

State of Florida

1d•Onsite

About The Position

Join FDOT and be part of the team that works as one to improve safety, enhance mobility and inspire innovation in the Florida transportation system. The mission of the Florida Department of Transportation is to provide a safe statewide transportation system that promotes the efficient movement of people and goods, supports the state’s economic competitiveness, prioritizes Florida’s environment and natural resources, and preserves the quality of life and connectedness of the state’s communities. As a OneFDOT team, we serve the people of Florida by providing a transportation network that is well planned, supports economic growth, and has the goal of being congestion and fatality free. 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.
Skills in Use of Microsoft Office tools such as Word and Excel.
Skills in Collecting, evaluating, and analyzing data relating to administrative functions such as budgeting, human resource management personnel, purchasing or report writing.
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, administrative reports, and budget reports.
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.
Ability to Establish and maintain effective working relationships with others.
Ability to Recognize and act on emerging issues and shifting priorities.
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 with managing the overall administrative functions of the Office of Design.
Maintains confidentiality on all issues.
Stays up to date with rules, procedures and processes related to Human Resources, Purchasing and Travel.
Plans, coordinates, and organizes work assignments and projects.
Maintains office files system as mandated by the Records and Retention Schedule.
Attend office staff meetings to keep staff and supervisors informed of administrative requirements and need-to-know information.
Coordinates and prepares all personnel actions.
Research and interprets personnel rules and procedures and stays current on changing procedure/rule requirements.
Updates position descriptions, advertises positions in PeopleFirst, completes requests for personnel action forms, and processes hiring of new employees, disciplinary actions and exit interview paperwork when employees retire or leave the agency.
Ensures new employees are set-up with equipment and computer access as needed.
Assists the Office Manager and unit managers in monitoring and administering the office budget for travel, training, purchases and/or rate management.
Processes Purchasing Card charges in the P-Card WORKS system according to procedures, process invoices through Contract Funds Management (CFM) according to processes and procedures.
Identifies office supply needs and process requisitions for payment.
Prepares purchase requisitions as needed and has knowledge in MyFloridaMarketplace.
Prepares monthly budget reports.
Completes the quarterly 90 Day Spending Plan.
Administer contracts through a number of different vendors to include coordination of Contractual Services for bidding, encumbering of funds, and invoice activities.
Assists Office of Design management and staff with travel arrangements and mission critical blanket requests, including managing the authorization and reimbursement process.
Ensures that travel is prepared in accordance with State and Department travel procedures and policies.
Assists with timesheet management.
Ensures that timesheets are correctly submitted and approved for the bi-weekly submittal process.
This requires liaison responsibilities between employees, supervisors, and the People First System.
Assists supervisors in their absence with timesheet processing.
Coordinates with Management and other administrative staff on purchases, transfers, and surplus of property to ensure Department procedures are followed.
Assists with property location and responsible for making sure the Comptroller’s Office is kept apprised of new purchases and their location.
Requests and affixes property decals as needed.
Assists with yearly property scanning.
Assists the Training Coordinator with training class registrations, facilities, logistics, certificates, and training reporting.
Processes correspondence and requests for staff and management.
Coordinates, schedules, and sets up meetings as requested.
Serves on and supports administrative support and special events committees such as Safety Coordination, New Employee Orientation, and Awards as needed.