ADMINISTRATIVE ASSISTANT I

Administrative Assistant I - 55011634

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.

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 Assistant I - District Five / Facilities Management Office This role supports the District Facilities/FCO Department by managing purchasing tasks, processing invoices and utility bills, maintaining budget tracking systems, and organizing office records and meetings. It serves as the unit timekeeper, manages inventory, prepares required energy reports, updates FIRM system data, files claims, and tracks facility operating expenses. The position also coordinates training and provides guidance to other administrative staff.

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: FDOT District Five Facilities Management Office 719 S Woodland Blvd. DeLand, FL 32720

Annual Salary Range: $43,943.20 - $56,867.67

Your Specific Responsibilities: Assists in the coordination of administrative work for the unit in the operation of District Facilities/FCO Department. Prepares purchasing documents and independently performs purchasing activities for the Facilities Management Office. Receives and processes invoices for payment, reconciling utility and telephone bills. Has purchasing cardholder delegate responsibilities; tracks and processes purchasing card expenditures. Processes purchasing card charges in WORKS according to procedure. Maintains tracking systems for the overall operating budget of the Facilities Management Department. Maintain file system, correspondence, meeting minutes, and other related documents. Coordinates, schedules and set-up conferences and meetings for the office/section. Provide assistance, as needed, for completion of electronic timesheets in the absence of the employee. Serves as the unit timekeeper. Gathers building utility usage data and prepares the Energy Report under Statute (255.251) Energy Conservation in Buildings Act. Maintains a detailed unit inventory list and updates regularly. Serves as unit inventory coordinator. Assists with processing of incoming and outgoing mail. Maintains the Facilities Inventory Reporting and Maintenance (FIRM) System buildings and Full-Time Employees (FTE's) for each location annually. Files all claims within specified timeframes. Updates FIRM if there is a change in value or 10% or more. Coordinates/communicates with unit managers and facilities. Issues tags for all new locations and processes the paperwork to get properly insured. Maintains Facility Invoice Tracking System (FITS) to track operating expenses for the Florida Department of Environmental Protection (FDEP). Serves as Training Coordinator for the unit. Assists with account set up, system usage, and reporting. Assists with the training and guidance of the other administrative positions within the unit: Senior Clerks, Records Technician, Mail Room Clerk, and Receptionist.

The Successful Candidate will have the following required Knowledge, Skills, and Abilities: Knowledge of: Administrative principles and practices. Office procedures and practices. The principles and techniques of effective communication. Skills in: Written and verbal communication. Reading, interpreting, communicating applicable rules, regulations, policies and procedures. Ability to: Collect data relating to administrative functions such as human resources, purchasing or report writing. Prepare correspondence and administrative reports. Understand and apply applicable rules, regulations, policies and procedures. Work independently. Plan, organize and coordinate work assignments. Communicate effectively. Establish and maintain effective working relationships with others.

Other Job-Related Requirements: Due to the nature of this position, incumbent must respond to emergencies. Minimum Qualifications: Two years of administrative or clerical experience. An associate's degree from an accredited college or university can substitute for the required experience.

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)

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.

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 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.

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.