ADMINISTRATIVE ASSISTANT III

Administrative Assistant III - 55000477

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: Administrative Assistant III - District Secretary & Staff This role delivers fast-paced executive and administrative support to the Secretary and Directors by managing calendars, emails and daily office operations. Key operational duties include handling P-Card purchases, monitoring division budget and salary rate balances and maintaining public inquiry requests through JustFOIA. Additionally, the position oversees HR actions like timesheet approvals and hiring packages, while serving as Property Custodian and a member of multiple committees.

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. 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: District Five District Secretary & Staff 719 S Woodland Blvd. DeLand, FL 32720 Annual Salary Range: $69,000.00 to $81,000.00 Your specific responsibilities include providing support to the Secretary, Directors and/or other professionals as required or requested. Managing the overall administrative functions of the Office. Staying up to date with the latest changes in rules, procedures, and processes related to: Human Resources, Purchasing, Travel, etc. Performing assignments/reports involving independent planning of administrative objectives and priorities for the Directors. Maintaining calendar and e-mail, retrieving and responding on a daily basis and managing responses to those which need quick turnaround for the Directors. Maintaining confidentiality on all issues. Ability to make recommendations to resolve issues. Coordinating public inquiry requests using the Enterprise Correspondence Tracking System, JustFOIA (Freedom of Information Act). Analyzing responses, providing input, and making recommendations, referring to any unusual requests to the Directors. Receiving, reviewing, assigning and tracking all incoming correspondence. Processing and preparing correspondence and requests for staff and management. Proofreading reports and correspondence for staff. Managing and maintaining file system, correspondence, meeting minutes, personnel actions, and other related documents. Determining priorities and independently following up to ensure responses are timely and complete. Performing and maintaining budgetary and salary rate management activities including analysis, planning and coordination of fiscal responsibilities for the Directors. Developing and updating a spreadsheet of current rate balances, projected utilization for each office and the division as a whole. Processing personnel actions including, but not limited to, hiring packages and performance evaluations. Tracking Directors position vacancies and initiating proactive measures to ensure positions are filled within established timelines. Reviewing District Five proposed hiring packages for completeness and documents recruitment issues. Possessing a P-Card and is authorized to make purchases for the Divisions and processes invoices. Utilizing MyFloridaMarketPlace (MFMP) to make necessary purchases. Handling purchasing functions by implementing administrative policies and procedures. Serving on special event committees such as Safety Committee, New Employee Orientation, and Awards and Recognition as needed. Coordinating, scheduling and set-up conferences and meetings for the Office/Section. Reviewing records and reports which require action and recommending solutions or courses of action. Serving as PeopleFirst Administrator (timesheet approver) and Property Custodian handling administrative functions related to the tracking of assets and monitoring inventory items for the Directors.

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 collecting, evaluating and analyzing data relating to administrative functions such as budgeting, human resource management personnel, purchasing and report writing. Written and verbal communications. Reading, interpreting, communicating applicable rules, regulations and procedures. Applying strong strategic thinking to anticipate needs, plan ahead, and identify opportunities. Ability to make recommendations to resolve issues. 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. Handle confidential information. 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 is required to respond to emergencies. 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 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.