Senior Clerk - 55002551

State of Florida•Clearwater, FL

4d•Onsite

About The Position

This position at FDOT serves as the first point of contact for the public, ensuring efficient communication, visitor management, and professional customer service. They support the agency’s daily operations by coordinating administrative tasks, helping departments stay organized, and contributing to a positive public image. 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 office procedures and practices.
Knowledge of budget management and/or procurement of goods and services.
Knowledge of records and files management.
Skills in reading, understanding and applying applicable rules, regulations, policies and procedures.
Skills in using correct spelling, grammar and punctuation.
Skills in planning, organizing and coordinating work assignments.
Skills in listening to and understanding the needs of both internal and external customers.
Skills in independent planning, coordinating, completing and tracking the status of assignments.
Skills in following oral and written instructions.
Ability to communicate effectively orally and in writing.
Ability to establish and maintain effective working relationships with others.
Ability to collect information/data and review for accuracy and completeness.
Ability to use office equipment, Microsoft software applications, and databases.
Responsible for adhering to the provisions and requirements of Section 215.422, F.S., related State Comptroller's rules, and Department of Transportation's invoice processing and warrant distribution procedures.
Utilizes business plans as an integral part of daily work activities in support of the Department's/Unit Plans to accomplish the mission of the Department.
On an as needed basis may be required during periods of emergency and/or disaster recovery upon request by appropriate authority, to work beyond established work schedule at night and/or state-wide, including weekends.
A high school diploma or its equivalent; 2 years’ experience in a related field can substitute for the high school diploma or equivalency.

Responsibilities

Perform a variety of receptionist duties to include assisting visitors coming to or calling Department of Transportation (DOT) facilities, while also controlling access into DOT buildings as a security measure.
Greet visitors, issue visitor badges and allow access into facilities according to established security guidelines.
Direct visitors to meeting locations within Department facilities or contact meeting organizers to escort attendees to meetings within secured areas of the facility.
Maintain accurate visitor logs and inventories of visitor badges.
Maintain desk procedures that cover security measures in place to control building access, receptionist and switchboard duties.
Answer all incoming calls and transfer calls to appropriate Department personnel.
Assist callers with referrals/transfers to other state agencies based upon the subject of the call.
Assist the public with questions or directions regarding other government agencies, meetings and collect pertinent information to be able to do so.
Maintain an accurate telephone directory.
Accurately update, maintain and follow front desk and switchboard operation procedures.
Prepare and process fiscal paperwork for purchases made by Electronic Procurement Requisitions, Local Purchase Orders and Purchasing Card charges in Works according to current directives and procedures.
Process invoices/warrants in accordance with provisions and requirements of Section 215.422. F.S..
Operate security equipment in use at the receptionist desk, which may include surveillance equipment, badge making equipment, cameras, radios, and electronic access control systems/software, etc.
Assist with tracking and reporting operating budget expenditures and encumbrances.
Prepare travel documents and travel reimbursements.
Perform timekeeping duties.
Perform administrative support duties and responsibilities assisting the staff.
Create memorandums, letters, spreadsheets, reports, presentations and schedules consistent with approved formats as needed by staff.
Review and distribute mail.
Coordinate, schedule and set up conferences and meetings for the Office/Section.
Use a variety of software applications, databases, and office equipment to accomplish assigned tasks.
Maintain motor vehicle logs.
Ensure that appropriate recording keeping of Department of Transportation motor vehicle usage is conducted on a monthly basis.
Notify and obtain vehicle use information for all vehicles within the cost center on a monthly basis.
Record operator of vehicle and file any signed gas receipts for each vehicle in the log.
Update log sheets for each vehicle into key master on a monthly basis.
Prepare personnel actions including, but not limited to, recruitment, selection, classification packages and performance evaluations.
Work with management and staff to prepare, and research as necessary, personnel paperwork in accordance with department requirements.
Keep up to date on the latest Human Resources procedures and policies.
Disseminate information via various methods i.e., e-mail, flyers, posters, one-on-one briefs or in group settings.
Support Safety Coordinator as needed.
Maintain and update SharePoint site as needed.
Assist in Emergency Operation Recovery Efforts.