ADMINISTRATIVE ASSISTANT II

Administrative Assistant II - 55007219

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 II District One/Construction This role serves as the primary administrative and operational support lead for the District Construction Engineer and department. Key responsibilities include managing high-level scheduling, handling hiring processes, coordinating contractor meetings, and managing procurement, travel, and cost-center budgets. Additionally, the position oversees clerical workflows, website maintenance, public record requests, and inventory tracking to ensure compliance with Florida Department of Transportation (FDOT) procedures.

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 One 801 North Broadway Ave. Bartow, FL 33830 Annual Salary Range: $51,566.77 - $66,733.46

Your Specific Responsibilities: Manages calendar and acts as delegate for e-mail for the District Construction Engineer by reviewing for deadlines, investigating subject matter, preparing replies, and responding when appropriate. Delegates to the most appropriate person or office and tracks assigned items through completion. Tracks action items from meetings ensuring responses are received in a timely manner. Screens mail for the District Construction Engineer. Processes personnel actions. Prepare Position Descriptions and Request for Pay Action's. Advertises vacant positions in People First and submits hiring package to Personnel for approval. Maintains records of the hiring process according to procedures. Coordinates interviews and prepares interview packages. Maintains personnel files for the District Construction Office. Tracks and submits the status of vacant positions in the vacancy-reclass report for the Director of Transportation Operations. Maintains current files of Department of Transportation's policies, procedures, and programs, advising district and operations center staff of correct application. Attends meetings to take and transcribe minutes. Maintains the District One's Construction Administration website in SharePoint. Acts as Timekeeper for the Unit ensuring all timesheets are submitted and approved in People First on time. Assists with time entry and approval as needed. Prepares, reviews, and distributes letters for the District Construction Engineer's signature. Performs independent, unsupervised clerical functions, including typing of correspondence, reports, letters, memos, and PowerPoint presentations. Formats, proofreads, makes corrections, and prepares final drafts. Uses Word, Excel, Access, PowerPoint, Construction specific, and mainframe applications. Coordinates the District Contractors' Meetings, notifying contractors, consultants, and the Florida Transportation Builder's Association of place, time, and agenda. Coordinates with hotels ensuring proper set up of rooms. Send email invitation with calendar invite to attendees. Coordinate meeting room set up when meetings are held in District One. Obtains quotes for purchasing items and makes purchases using the Purchasing Card (P-card) and other payment methods. Processes purchasing card charges in the P-Card Processing System according to procedure. Processes vendor invoices/warrants for payment. Reconciles receipts to the Monthly Paid Transaction Report and maintains audit ready purchasing files. Processes Central Supply orders for District Construction. Prepares travel requests/reimbursements in accordance with policies and procedures, makes hotel reservations for staff using the Purchasing Card (P-card). Reviews the monthly budget reports for the Construction cost centers and prepares summary for the District Construction Engineer's review. Responds to the 90-Day Spending Plan for the Construction office. Prepares cost center yearly budget proposal each fiscal year. Responds to letters from citizens and JustFOIA issues delegated to the District Construction Office, routing to the appropriate operations center for response. Reviews responses for content, ensuring all questions and/or concerns of the citizen are answered. Proofreads, edits, and prepares final drafts. Serves as Property Custodian for the unit by maintaining inventory files, transferring equipment, requesting decals, and conducting the annual inventory scanning. Handles requests for closed file inventory and disposal system in accordance with FDOT procedures. Serves as Safety Coordinator and as the back-up Training Coordinator for District Construction. Maintains the staff work hours report and ensures personal contact information is current in the workplace contingency plan.

The Successful Candidate will have the following required Knowledge, Skills, and Abilities: Knowledge of: Knowledge of administrative principles and practices Knowledge of office procedures and practices Knowledge of the principles and techniques of effective communication Skills in: Skilled in collecting, evaluating and analyzing data relating to administrative functions such as budgeting, human resource management personnel, purchasing or report writing Skill in written and verbal communication Skill in reading, interpreting, communicating applicable rules, regulations, policies and procedures Ability to: Ability to collect data relating to administrative functions such as human resources, purchasing or report writing Ability to prepare correspondence and administrative reports Ability to understand and apply applicable rules, regulations, policies and procedures Ability to work independently Ability to handle confidential information Ability to plan, organize and coordinate work assignments Ability to communicate effectively Ability to establish and maintain effective working relationships with others

Other Job-Related Requirements: Employee will be required to be responsive to emergency situations within a very short timeframe and serve in the Transportation Emergency Management Team (TEMT). Responsible for adhering to the provisions and requirements of Section 215.422, F.S., related State Comptroller's rules, and Department of Transportation's invoice processing and warrant distribution procedures.

Minimum Qualifications: Three years of administrative experience, or an associate's degree from an accredited college or university and one year of administrative 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. Qualified individuals who receive notice of a hiring decision and believe that they were not afforded employment preference in accordance with applicable Florida law and regulation, may file a written complaint within 60 calendar days from the date they 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 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