MANAGEMENT ASSISTANT

Requisition No:879951 Agency: Department of Transportation Working Title: MANAGEMENT ASSISTANT - 55009795 STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION HIRING SALARY RANGE: $1,643.65 - $2,250.00 /biweekly range / $42,735.11 - $58,500.09 /annual range 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: Staff Assistant Office of Maintenance This position will provide broad administrative support for the Office of Maintenance, including managing daily office operations, coordinating travel, preparing personnel actions, maintaining files and databases, and handling public correspondence. It also supports program managers and staff by preparing official documents, ensuring accuracy and compliance, and assisting with various projects, communications and cross-training activities. 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: Central Office – Office of Maintenance Barry Building Annual Salary Range: $42,735.11 - $58,500.09 Your Specific Responsibilities: Performs daily administrative activities such as: phone coverage, mail processing, manual updating, and special projects as assigned. Prepares and processes travel arrangements and reimbursements for the Director of Office of Maintenance (OOM) and other OOM staff. Prepares and submits blanket travel for various types of meetings, teleconferences, statewide conferences, and out-of-state travel. Remains updated on approval routing and status. Negotiate and reserve meeting rooms or hotel block of rooms when necessary. Assist staff with STMS and WORKS charges relating to travel. Serves as meeting planner for the OOM; scheduling, coordinating, and planning various types of meetings, teleconferences, and statewide conferences. Attend meetings as required. Assists with the preparation of the Office of Maintenance (OOM) personnel actions in accordance with the Human Resources Office procedures and in close coordination with the Programs Manager. Maintains a high level of confidentiality, particularly as it relates to personnel information. Serves as an OOM timekeeper and assists with People First timesheet issues. Provides guidance and assistance in the preparation of uniform formats of official documents such as letters, memorandums, special reports, organizational charts, & graphs. Prepares, maintains, updates, and finalizes correspondence, memorandums, organizational charts, floor plans, and reports. Compiles records and proofreads documents to ensure consistency and accuracy. Review responses for content, errors, format, etc., to meet department standards prior to Director’s signature. Responsible for quality control and process improvement in areas of responsibility. Handles correspondence from the public regarding Adopt-A-Highway program. Maintains list of contacts for each district office and provides collaborative responses accordingly. Acts as back-up for the Department of Transportation (DOT) JustFOIA system coordinating time critical projects and tracking deadlines for official responses to the public, Secretary, Legislature, and the Executive Office of the Governor. Assist in routing correspondence and assignments to the appropriate staff and managers. Maintains section files/database, program files/database, subject files/database, and Director's files/database with the appropriate corresponding index for the Office of Maintenance (OOM). When applicable, converts stored hard copy files to electronic copies and store in local area network (LAN). Coordinates and maintains OOM electronic directories and related e-mail circulation listings for area of responsibility. Serves as the contact for the department's customer work order system for building maintenance issues. Serves as the contact for the Office of Maintenance security building. Maintains current information on procedures and policies and interprets as appropriate. Assist with maintaining office equipment and obtaining space allocations as required. Coordinates office property management activities and approves as required. Participate in cross training, provide guidance and assistance, and assists with other administrative services functions within the Office of Maintenance as needed. Observe and follow the Maintenance Administrative Services Office Guidelines and provide recommended updates as needed. The Successful Candidate will have the following required Knowledge, Skills, and Abilities: Knowledge of: Methods of data collection Analytical processes and techniques for preparing summaries and reports for management Administrative principles and practices Office procedures and practices State purchasing and card program, electronic procurement systems State accounting databases Correspondence tracker program Skills in: Microsoft Office products including Word, Outlook, and Excel Handling multiple tasks and priorities of a sensitive and confidential nature Ability to: Apply applicable rules, regulations, policies and procedures Deal with the public in a tactful and courteous manner Prepare and maintain appropriate reports and forms using correct format, spelling, punctuation, and grammar Use phone, fax, copier, computers, and office security systems Work independently Communicate effectively both verbally and in writing Establish and maintain effective working relationships with others Other Job-Related Requirements: This position will be required to respond before, during and following emergency situations. Minimum Qualifications: High School Diploma or Certificate of High School Equivalency The State’s total compensation package for employees features a highly competitive set of employee benefits including: Health insurance (over 90% employer paid) $25,000 life insurance policy (100% employer paid) Dental, vision and supplemental insurances State of Florida retirement package 10 paid holidays a year Generous vacation and sick leave Tuition waiver for public college courses SPECIAL REQUIREMENTS: You will be required to provide your Social Security Number to conduct required verifications. 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. THE FLORIDA DEPARTMENT OF TRANSPORTATION VALUES THE SERVICE VETERANS AND THEIR FAMILY MEMBERS HAVE GIVEN TO OUR COUNTRY AND SUPPORTS THE HIRING OF RETURNING SERVICE MEMBERS AND MILITARY SPOUSES. If you are a preference-eligible applicant who receives notice of a hiring decision and believe that you were not afforded employment preference in accordance with applicable Florida law and regulation, you may file a written complaint within 60 calendar days from the date you receive the notice, requesting an investigation to the Florida Department of Veterans’ Affairs, Division of Benefits and Assistance, 9500 Bay Pines Boulevard, Room 214, St. Petersburg, Florida 33708. THE FLORIDA DEPARTMENT OF TRANSPORTATION VALUES AND SUPPORTS EMPLOYMENT OF INDIVIDUALS WITH DISABILITIES. QUALIFIED INDIVIDUALS WITH DISABILITIES ARE ENCOURAGED TO APPLY. In accordance with Section 110.112, Florida Statutes, and the Florida Department of Transportation’s Individuals with Disabilities Affimative Action Plan, the agency is committed to ensuring affirmative action and equal employment opportunity for qualified individuals with disabilities. Upon request and as appropriate, reasonable accommodations to individuals with disabilities may be provided. Please contact the Florida Department of Transportation’s Human Resources Office at View phone number on click.appcast.io for assistance. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center View phone number on click.appcast.io). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation. The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act. VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes,candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements.Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here . All documentation is due by the close of the vacancy announcement. Location: TALLAHASSEE, FL, US, 32301 TALLAHASSEE, FL, US, 32399 For assistance, call the People First Service Center at View phone number on click.appcast.io Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer. #J-18808-Ljbffr