STAFF ASSISTANT - 55012002

State of Florida

About The Position

This position will support the Toll System Support (TSS) Group by managing administrative operations, coordinating personnel actions, and ensuring compliance across departments. It oversees training coordination, purchasing processes, contractor documentation, inventory control, and maintenance‑related logistics. Additionally, the position prepares reports, maintains essential data files, and assists with budget preparation while supporting emergency response operations as needed.

Requirements

Knowledge of State Purchasing Card regulations and procedures
Knowledge of State Procurement regulations and procedures
Skills in Inventory processing system
Skills in Microsoft Word, Excel, PowerPoint
Ability to Maintain statewide personnel database.
Ability to Review, compile.
Ability to Analyze and distribute official documents for administrative decisions
Ability to Prepare purchase requisitions, process invoices and coordinate purchases with other departments.
Ability to Communicate effectively.
Ability to Provide communication and information distribution, manage information within the Toll System Support Group.
Ability to Assist in the search for vendors, contractors and information.
Ability to Coordinate and schedule staff meeting and conference calls.
Ability to Coordinate issues and problems with department staff.
Ability to Perform physical inventory of the Toll System Support Region's maintenance equipment, computers and vehicles.
Ability to Offer and promote constructive suggestions for the improvement of procedures and processes.
Ability to Prepare Classification and pay actions in accordance with the Department of Transportation guidelines.

Responsibilities

Performs administrative functions facilitating the operations of the Toll System Support (TSS) Groups Central Florida Maintenance Region.
Coordinates with field supervisors to ensure new hires get all necessary tools, equipment, and laptop in a timely fashion as well as necessary access to support the statewide toll collection system.
Coordinates with Performance Development as TRESS Coordinator utilizing the Training, Records, Evaluation, and Scheduling System (TRESS)/LMS.
Ensures purchasing cards are processed timely and assists others when they are away to meetings, conferences, or training.
Prepares local purchase order, purchase requisition and process for payment.
Compiles and analyzes data for payment of bills, invoices within allotted time limit for their assigned Toll Facilities and Regional Maintenance Office and maintains records for all such payments.
Reviews contractor timesheets, overtime, collects data and investigates issues as requested.
Monitors vendor and contractor invoices for payment.
Processes correspondence, personnel forms, and requests for staff.
Maintains vehicle logs within their assigned region, submits required monthly vehicle mileage and use information on website within required timeframe.
Assists with travel schedules and accommodations for department staff.
Processes travel forms for reimbursements.
Assists the Regional Maintenance Coordinators with ordering fuel for plaza generators.
Initiates special projects to handle or coordinate various plaza problems such as equipment failure, emergency electrical plumbing repair and other maintenance repairs or problems when not handled via the work order system).
Obtains written quotes for work projects not designated by Department of Transportation (DOT) Maintenance for service to plazas and ensures compliance with Minority Business Enterprise (MBE) requirements.
Coordinates with management and other administrative staff on purchases, transfers, surplus of equipment and to ensure department procedures are followed and all offices are in compliance.
Performs annual regional c equipment inventory.
Serves as the inventory custodian for the assigned unit to monitor, locate and scan all the units' inventory statewide.
Travel to sites to conduct preliminary and final inventory audits on a yearly basis; Prepares Property Management Requests (PMR) for new and relocated assets.
Establishes and maintains appropriate data files to facilitate timely response to inquiries.
Maintains correspondence logs as appropriate.
Prepares responses correspondence, or delegates draft responsibilities if substantial technical response is required.
Assists in the collection and presentation of data used in preparing of operating budget requests.
Serves in times of emergency to support state response efforts and ensuring continuity of operations.