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Date: Dec 7, 2017

Location: CHIPLEY, FL, US, 32428

The State Personnel System is an E-Verify employer. For more information click on our E-Verify website.

Requisition No: 25861 

Agency: Department of Transportation

Working Title: ADMINISTRATIVE ASSISTANT I - 55005228

Position Number: 55005228 

Salary:  $32,375.51 - $41,897.72 

Posting Closing Date: 12/13/2017 





310 / District Construction









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 Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS.




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 qualified individuals with disabilities may be provided.  Interested persons should contact the Florida Department of Transportation’s Equal Opportunity Office located at 605 Suwannee Street, Tallahassee, Florida 32399 or call (850) 414-4747 for assistance.  


POSITION DESCRIPTION:  Processes correspondence and requests for staff and management.  Prepare and obtain authorized signature and distribution of: cover letters, notice to proceed work letters to contractors, notices of construction beginning and completion on State and District Construction contracts.  Notify, distribute and enter job data into Site manager and Excel reports as project progresses from advertisement to completion. This requires scanning, attributing and indexing documents utilizing key words to identify individual documents in the system.  Perform quality control check to ensure documents are correctly attributed and legible for retrieval, archive records scanned in construction Electronic Document Management System (EDMS) at end of project in accordance with Construction EDMS Procedures/Guidelines. Prepare correspondence, Monthly Status Reports, and presentations utilizing Microsoft Word and Excel. Retrieve information from the mainframe and Financial Management (FM) programs. Establish and maintain construction project files for District Construction, which includes the establishment of new project files and continued management of existing files. Prepare Monthly Status Report.  This includes requesting the monthly status reports from project managers and construction engineering inspection personnel, reviewing the information for correctness and assembly into a report for the District Secretary and Director of Operations.   Assist with processing "excessive change report" on a monthly basis; assist with monitoring project completion notices to ensure dates are input into the computer system in a timely manner. 


Assists in maintaining 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.  Provide support in the annual inventory process.  Processes purchasing card charges in Florida Accounting Information Resource subsystem (FLAIR) according to procedure.  Process purchase requisitions in My Florida Marketplace. Reviews and distributes mail. Assists with Public Records Requests and employee timesheets.


Assist the Construction Training Administrator in all aspects of the Construction Training Program for District Three.  Serve as the Unit's Records Custodian as per the Records Management and Distribution Procedure.


Assists in managing the overall administrative functions of the Office/Section.  Assists in planning, coordinating, and organizing work assignments and projects.  Coordinates and reviews for accuracy personnel actions including, but not limited to, recruitment, selection, classification packages and performance evaluations. 


Coordinates, schedules and sets up conferences and meetings for the Office/Section.  Provides direction and assistance to staff on personnel rules, travel requests/reimbursements, and other department policies, procedures. Uses a variety of software applications, databases, and office equipment to accomplish assigned tasks. Maintains and updates SharePoint site as needed.


Works with Management and staff to coordinate, process, and research as necessary, personnel paperwork in accordance with department requirements.


KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of office procedures and practices. Knowledge of scanning/saving files in Adobe and working with electronic mail. Ability to collect data relating to administrative functions such as  human resources, purchasing or report writing. Ability to scan and maintain electronically project records into an Electronic Document Management System (EDMS). Ability to prepare correspondence and administrative reports. Ability to understand and apply applicable rules, regulations, policies and procedures. Ability to work independently. Ability to plan, organize and coordinate work assignments. Ability to communicate effectively. Ability to establish and maintain effective working relationships with others. Skill in written and verbal communication. Skill in reading, interpreting, communicating applicable rules, regulations, policies and procedures. Skill in proofreading documents for grammatical errors, spelling and punctuation. Skill in the use of computer programs such as Word, Excel, Powerpoint, electronic mail and other database programs.


MINIMUM QUALIFICATIONS:  An associate's degree from an accredited college or university. 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 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.  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. 

Nearest Major Market: Panama City