ADMINISTRATIVE ASSISTANT II

ADMINISTRATIVE ASSISTANT II - 55014550

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.

The work you will do:

Administrative Assistant II – District Four / Transportation Development / Program Management This position will manage the overall administrative functions of the Office. This position will also maintain file system, correspondence, meeting minutes, personnel actions and other related documents

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:

District Four – Transportation Development 3400 West Commercial Blvd Fort Lauderdale, FL 33309

Annual salary range: $51,647.46 - $66,837.89 A competitive area differential (CAD) additive in the amount of $1,268.80 will be added to the annual salary.

Your specific responsibilities:

Manages the overall administrative functions of the Program Management Office. Plans, coordinates, and organizes work assignments and projects. Maintains electronic files for purchases' documentation, invoices, correspondence, meeting minutes, personnel actions, and other related documents. Stays informed of the latest changes in rules, procedures and processes related to Human Resources, including recruitment and selection. Coordinates and prepares personnel actions documents, including, but not limited to, hiring packages, position advertisements, and Requests for Pay Action. Maintains confidentiality on all issues and ensures all records meet the required retention period. Maintains staff work schedules and emergency contacts for all office staff. Stays up to date with the latest changes in rules, procedures, and processes related to Purchasing and travel. Executes purchases using MFMP or PCard, as necessary. Ensures all required supporting documentation is obtained. Processes PCard charges according to procedure. Requests Travel Authorization, including obtaining hotel, airfare and car reservations, as needed. Prepares Travel reimbursements. Stays up to date with the latest changes in Department's Disbursement Handbook related to purchases and travel. Assists the Manager in monitoring and administering the Office budget for purchases and leases, and salary rate. Maintains and monitors the unit's inventory of equipment and supplies. Coordinates with management and other administrative staff purchases, transfers, and surplus of equipment to ensure department procedures are followed and all offices are in compliance. Processes the unit's electronic computer access requests to the various Department's systems/programs. Serves on and provides administrative support on special events and committees such as Safety, New Employee Orientation, Workshops, Business Plan meetings, Awards and Recognition, as needed. Coordinates, schedules and set-up conferences and meetings for the unit. Reviews record's retention and reports which require action, and recommends solutions or courses of action, including disposition. Performs special assignments, research, and report preparation. Proofreads reports and correspondences for staff. Serves as the training coordinator for the unit. Assists with preparing presentations for various audiences. Coordinates conference room reservations and appointments for the unit.

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 Skilled in: Collecting, evaluating and analyzing data relating to administrative functions such as budgeting, human resource management personnel, purchasing or report writing Written and verbal communications 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 Handle confidential information Plan, organize, and coordinate work assignments Communicate effectively Establish and maintain effective working relationships with others

Minimum qualifications: A high school diploma and three (3) years of administrative experience are required. Post-secondary education can substitute for the required experience on a year-for-year basis.

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 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.