ADMINISTRATIVE ASSISTANT II

Administrative Assistant II - 55012367 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. Visa sponsorship is not available. 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. 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: This position will assist the District Design Engineer with administrative functions including, but not limited to, processing personnel actions, preparing correspondence, maintaining schedules, and assisting with budget needs. 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. Your specific responsibilities: Supervise office support staff in the Design Department. Plan, assign, and review work of clerical staff employees in purchasing, records management, incoming and outgoing mail, car logs, copying plans, and expenditures for Design. Supervise, direct, and monitor office support staff in other office functions including switchboard operations, training issues, Individual Training Plans (ITP), Employee Performance System (EPS), inventory, public records request and making travel arrangements for Design employees. Responsible for planning and directing employees' work as well as all associated employee evaluations and required training. Assists the District Design Engineer in conducting daily administrative activities/functions of the office for Cost Center 352, 353, and 359. Maintains the District Design Engineer's correspondence and subject matter files (i.e. reading files, project information files, general correspondence and general subject files and forms that are used in the daily operations). Processes a variety of correspondence, investigates subject matter and prepares replies which are related to the administrative/secretarial support unit. Processes routine draft notes with given subject matter. Prepares, types, distributes technical, project-specific and general correspondence from written matter for the District Design Engineer. Processes incoming mail for the District Design Engineer. Maintains, schedules, and cancels designated meetings for the District Design Engineer on an as needed basis. Prepares budget spreadsheets for the District Design Engineer and expenditures for proper level of operation to satisfy customer needs and maintain training levels for appropriate expertise of personnel. Works with the District Design Engineer on strategies for best utilization of budget and lobbying efforts as necessary for more funds. Processes and tracks design exceptions, design variations, flexible pavement designs, and typical section packages for District Three. This is coordinated through Project Suite for the Project Manager, District Design Engineer, and the State Roadway Engineer. Tracking is also necessary for special conditional approvals for extended period of time. Interprets policies and procedures for Fiscal, Personnel, Purchasing, Statistical Reporting and other major office functions. This includes, but is not limited to maintaining the Design Department's personnel files. Manage the Employee Performance System (EPS) of subordinates in a timely manner. Processes position descriptions, timesheets, Request for Pay Actions (RPA), achievement awards, leave reports, and payroll information. Responsible for filing of all pertinent papers in employees personnel files. Prepares all proposed appointment and position description packages. Provides rule information to supervisors as needed. Prepares 90 day spending plan for the Design Department and updates the organizational charts for Design and Surveying. Ensures accuracy of all documents, timely submission and compliance with the Department's Fiscal policies and procedures. Edits and posts the District Three Design Newsletter to the District Three website. This includes compiling articles from various sources and ensuring the accuracy of the content; maintaining and distributing past issues upon request and coordinating with central office. Assists the District Design Engineer as needed with emergency management issues. These duties may include, but are not limited to, input status updates involving detours and consequences information into the EOMS (Emergency Operations Management System). Assists the District Design Engineer (who also serves as chairman of the Access Management Committee) as needed with any duties associated with Access Management. This includes, but is not limited to, contacting members of the public, preparing agendas, requesting research, preparing briefing packages, etc. 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 Career advancement opportunities Tuition waiver for public college courses A variety of training opportunities Employee Assistance Program (EAP) For additional benefit information available to State of Florida employees, visit: 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. 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 Affirmative 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. Location: Chipley, FL, US, 32428 Nearest Major Market: Panama City Florida Jobs