Administrative Assistant II - 55001482

State of Florida•Boca Raton, FL

7d•Onsite

About The Position

This position provides administrative assistance to the Director and Deputy Director of Toll Operations. It supports daily operations by managing schedules, meetings, travel, correspondence, purchasing, compliance tasks, and timesheet oversight. The role also assists staff across Toll Operations with onboarding, training coordination, and other administrative needs to ensure efficient, timely, and compliant operations. 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 the use of Microsoft Office and other Microsoft computer systems and programs
Skills in creating, reviewing, and updating spreadsheets and performing basic data analyses
Skills in professional writing with the ability to develop responses to customer queries and assist in the development of executive-level presentations and materials
Ability to plan, organize and coordinate work assignments
Ability to communicate effectively orally and in writing
Ability to establish and maintain effective working relationships with others
Ability to interact professionally with members of the public, staff, consultants, partners, and service providers under stressful or difficult situations
Ability to perform detailed fiscal work requiring a high level of accuracy
Ability to maintain strict confidentiality when handling sensitive issues
Ability to work independently
Candidates must be United States (U.S.) citizens or lawfully authorized alien workers.
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.

Responsibilities

Acts as a liaison/administrative assistant for the Director and Deputy Director of Toll Operations; Maintains and coordinates the Director’s and Deputy Director’s calendar and scheduling.
Coordinate setup and testing of conference rooms prior to each meeting as needed.
Ensures that the tolls department staff follows and adheres to Turnpike, Department, and State policies and procedures, especially related to Travel, Training requirements, emergency response, Scheduling and others.
Reviews correspondence, invoices, and other documents sent directly to the Tolls Department, including Deputy and Director of Tolls Operations for authorization and signature to ensure that they are complete, properly prepared, and in compliance with appropriate policies and procedures.
Coordinates and develops the schedules, agendas, meeting minutes and action items for all interdepartmental staff meetings.
Prepares and distributes reports and correspondence; maintains appointment and meeting schedules; makes all business-related travel arrangements; prepares and ensures all travel documentation is properly submitted.
Makes day-to-day decisions pertaining to office administration on behalf of the Director and Deputy Director of toll operations, Senior Tolls Project Manager and Tolls Data Center Director.
Provides administrative assistance to other operating units within Toll Operations.
Serves as unit P-Card holder making purchases of office supplies, books, equipment, etc.
Monitors Florida Accounting Information Resources (FLAIR) reports to ensure transactions are processed within established timeframes.
Processes invoices for payment, ensures goods and services received are acceptable and that invoices are processed correctly and in a timely manner.
Performs all P-card functions and responsibilities, including processing and approval of Travel P-Card transactions.
Assist with compliance requirements, following up with employees and managers making sure tasks are completed and reports are provided in a timely manner. This includes tasks such as mandatory training, telework agreements, everbridge emergency contact updates, etc.
Oversees the completion of the unit timesheets to ensure accuracy and timely completion.
Assist the different areas in tolls with administrative tasks including updating organizational charts, coordinating meetings, employee recognition events, position recruitment activities, new employee onboarding, monitoring staff certification/licensure requirements and updating of position descriptions.
Registers staff for conferences, workshops, and training.
Arranges necessary payments for instruction, training supplies, or travel.