ADMINISTRATIVE ASSISTANT II - 55012429

State of Florida•Tampa, FL

3d•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. To ensure honesty and transparency, all applicants must provide their own work. Unless explicitly requested, the use of Artificial Intelligence (AI) tools to assist with qualifying questions, work samples, or interviews is strictly prohibited, and any breach of this requirement will lead to the applicant being removed from consideration. Candidates must be United States (U.S.) citizens, or lawfully authorized alien workers. Visa sponsorship is not available. Our Mission 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. Our Vision 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. Administrative Assistant II / District Construction 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 Principles and techniques of effective communication.
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 Supervise.
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 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.
Three (3) years of administrative experience.
An associate degree from an accredited college or university can substitute for two years of required experience.

Responsibilities

Manages the overall administrative functions of the Office.
Plans, coordinates, and organizes work assignments and projects.
Prepares and assists supervisors with personnel actions including, but not limited to, hiring packages and performance evaluations.
Maintains confidentiality on all issues.
Stays up to date with the latest changes in rules, procedures, and processes related to: Human Resources, Purchasing, Travel, etc.
Performs receptionist duties for the District Construction Office.
Prepares the monthly construction project status reports.
Performs annual inventory process by locating and scanning assigned property and equipment.
Assists as needed with personnel actions including, but not limited to, recruitment, selection, classification packages, and performance evaluations.
Maintains file system, correspondence, meeting minutes, personnel actions, and other related documents.
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 Florida Accounting Information Resource subsystem (FLAIR) according to procedure.
Completes travel documents and reviews budget for travel.
Assists the Manager in monitoring and administering the Office budget for purchases and or rate management.
Processes correspondence and requests for staff and management.
Serves on and supports administrative support and committees such as Safety Coordinator for the Construction office.
Coordinates Workers Compensation paperwork for employees in Construction.
Coordinates, schedules and set-up conferences and meetings for the Office/Section to include the District Construction Engineer’s email and calendar.
Provides direction on personnel rules, travel reimbursements, and other department policies, procedures.
Reviews records and crash reports which require action and recommends solutions or courses of action.
Performs special assignments, research, and report preparation.
Proofreads reports and correspondences for staff.
Performs the duties of Application Coordinator for the Electronic Document Management System (EDMS)