ADMINISTRATIVE SECRETARY - 55008171

State of Florida•Tampa, FL

9d•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, and must possess permanent work authorization for any U.S. employer. 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. The Work You Will Do: Administrative Secretary / Transportation Support Office This position will provide support to the Director of Transportation Support and Transportation Support Office. The Difference You Will Make: 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. How You Will Grow: 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. Where You Will Work: Florida Department of Transportation District Seven Headquarters 11201 North McKinley Dr Tampa, FL 33612

Requirements

Knowledge of Microsoft PowerPoint
Skills in Using a personal computer and electronic mail, Microsoft Word, Microsoft Excel, and the internet
Skills in Performing basic arithmetical calculations
Skills in Preparing correspondence and reports
Skills in Reviewing data for accuracy and completeness
Skills in Composing and typing correspondence
Ability to Update and maintain SharePoint sites
Ability to Use correct spelling, grammar, and punctuation
Ability to Access, input, and retrieve data from a computer database
Ability to Communicate effectively both verbally and in writing
Ability to Collect information and analyze data
Ability to Coordinate work assignments
Ability to Read, comprehend, and apply applicable rules, regulations, policies, and procedures
Ability to Organize files, records, and other materials
Ability to Work independently
Ability to Operate general office equipment
Ability to Establish and maintain effective working relationships with others
Ability to Procure goods and services and process invoices within established rules and procedures
A high school diploma or its equivalent and two years of secretarial or office clerical work experience.

Responsibilities

Responds to electronic mail and correspondence which does not require supervisor's attention or forwards to appropriate staff for handling. Tracks assignments and ensures timely response. Prepares e-mails, memoranda, letters, booklets, forms, and other correspondence. Composes correspondence from own initiative. Researches subjects/coordinates information and creates documents, spreadsheets, and reports. Proofreads documents and reports. Disseminates information as needed. Develops materials for supervisor’s use in Town Meetings and other public speaking engagements. Prepares agendas, takes notes/minutes, and distributes same for various meetings. Creates PowerPoint presentations. Creates videos as needed.
Coordinates calendars. Schedules meetings, appointments, virtual meetings, conferences, etc. Reserves meeting spaces, teleconference bridges, and equipment and ensures technical equipment is set up properly. Ensures audiovisual assistance is available when needed.
Serves as the receptionist for the Transportation Support Office. Answers telephone calls and assists customers who call and visit the work unit. Provides back up secretarial support and telephone coverage to other departments/offices in the division as needed. Processes incoming and outgoing mail for the Transportation Support Office. Creates, organizes, and maintains electronic and paper files.
Follows current procurement procedures, rules, regulations, and agency processes. Procures supplies, services, equipment, and furniture and processes payments for same in accordance with Florida Statutes and agency procedures processes. Obtains quotes. Enters information into computerized processing and tracking systems. Prepares requests for centralized supply orders through the Facilities Management office.
Updates and maintains the District Seven SharePoint site home page and the District Seven Support Administration SharePoint site.
Makes travel arrangements including hotel reservations, vehicles, and airline tickets. Prepares and processes travel documents and reimbursements using current agency/state computerized systems/programs. Confirms reservations and prepares itineraries. Reviews time sheets and leave requests for accuracy and completeness, including project numbers and accounting detail, as needed. Serves as timekeeper and approves time sheets when directed.