Requisition No: 797138

Agency: Department of Transportation

Working Title: ADMINISTRATIVE ASSISTANT II - 55012407

Position Number: 55012407

Salary: $43,729.49 - $56,591.11

Posting Closing Date: 03/24/2023

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

710 / DISTRICT MAINTENANCE

OPEN COMPETITIVE

CAREER SERVICE

CONTACT PERSON: DANSENIA GADDIE

CONTACT PHONE NUMBER: (813) 975-6274

CONTACT EMAIL ADDRESS: DANSENIA.GADDIE@DOT.STATE.FL.US

ANTICIPATED BI-WEEKLY HIRING SALARY: $1,940.73

SPECIAL REQUIREMENTS: You may 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 located at 605 Suwannee Street, Tallahassee, Florida 32399, or call (850) 414-5300 for assistance.

POSITION DESCRIPTION: Supervises the work performance of subordinate. Manages the overall administrative functions of the office. Plans, coordinates, and organizes work assignments and projects. Stays up to date with the latest changes in rules, procedures, and processes related to Human Resources, Purchasing, Travel, etc. Prepares personnel actions such as hire packages, position classifications, People First job requisitions, position filling requests, and other related documents. Maintains confidentiality on all issues. Provides personal assistance to department managers by monitoring incoming phone calls, email messages and meeting requests and by making travel arrangements, processing, and transmitting correspondence and coordinating various matters that arise during the business day.

Maintains file system, correspondence, meeting minutes, personnel actions, and other related documents. Coordinates with management and other administrative staff on purchases, transfers, and surplus of equipment to ensure department procedures are followed and all offices are in compliance. Processes purchasing card charges in system according to procedure. Assists the Manager in monitoring and administering the office budget for purchases and or rate management.

Serves as the Public Records Request, Interrogatories, Notice to Preserve Evidence, and Discovery Request to Produce Coordinator for maintenance records. Coordinates and ensures that communication deadlines are met.

Answers phones, coordinates employee calendars and work schedules. Sets up conferences and meetings for the office. Provides direction on travel requests/reimbursements, and other department policies, and procedures.

Reviews records and reports which require action and recommends solutions or courses of action. Performs special assignments, research, and report preparation. Proofreads reports and correspondences for staff.

Assists the District Title VI Coordinator in monitoring and reporting the Department's compliance with Title VI and related statutes.

KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of administrative principles and practices. Knowledge of office procedures and practices. Knowledge of the principles and techniques of effective communication. Ability to supervise. 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. Skill 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.

MINIMUM QUALIFICATIONS: An associate degree from an accredited college or university and one year of administrative experience. Administrative or clerical experience can substitute on a year-for-year basis for the required college education.

As a CANDIDATE, you may be required to provide documentation (i.e. HIGH SCHOOL DIPLOMA OR EQUIVALENCY, college transcripts, ETC.) to verify meeting these Minimum Qualifications.

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. If you are a preference-eligible applicant who receives notice of a hiring decision and believe that you were not afforded employment preference in accordance with applicable Florida law and regulation, you may file a written complaint within 60 calendar days from the date you 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 State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

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 (1-866-663-4735). 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.