ADMINISTRATIVE ASSISTANT I - 55011739

Requisition No: 881455 

Agency: Department of Transportation

Working Title: ADMINISTRATIVE ASSISTANT I - 55011739

 Pay Plan: Career Service

Position Number: 55011739 

Salary:  $44,251.52 - $57,266.67 

Posting Closing Date: 08/16/2026 

Total Compensation Estimator Tool

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

352 / Roadway Design

OPEN COMPETITIVE

CAREER SERVICE

FULL-TIME

CONTACT PERSON:  Cindy Pettis

CONTACT PHONE NUMBER: 850-330-1206

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 I 

This role manages essential design-related databases and systems, processes consultant invoices, and serves as primary contact for consultants and internal staff. It also provides comprehensive administrative support to Design leadership, oversees user access and resolution tracking, and represents the team in meetings and training activities. 

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 Design Office

1074 Highway 90

Chipley, FL 32428 

Your Specific Responsibilities:

Researches, prepares and maintains specific spreadsheets/databases to include Work Program candidate projects, Long List consultants, Consultant Contract Funding Residuals, Consultant Firm Directory and any other special assignments as requested by the Design Project Managers.  Provides copies to the District Design Engineer (DDE), the District Consultant Project Management Engineer (DCPME), the Assistant Design Engineers, and the Project Managers (PM). Serves as the District's Electronic Review and Comment (ECR) System Administrator.

Reviews, evaluates and processes financial documents/ invoices for all Design contracts submitted by consultants for services utilizing the Contract Invoicing Transmittal System (CITS) and paper invoicing. This includes consultation with the appropriate PM and ensuring invoices comply with the method of compensation outlined by contract.  Serves as the point of contact for consultants, PM's, Professional Services and Financial Services offices for invoicing issues.  Communicates with and educates consultants on the invoice process according to procedure.  Responsible for adhering to the provisions and requirements of Section 215.422, Florida Statutes; related State Comptroller's rules and Department of Transportation's invoice processing and warrant distribution procedures.

Assists the Design Project Managers in conducting daily office activities and functions.  This will include assisting, as necessary, as entry assistant for the Employee Performance System (EPS). Manages calendars for the DCPME & PM team by creating, rescheduling and cancelling meetings to avoid scheduling conflicts. Serves as delegate for the DCPME and PMs in the Florida Department of Transportation (FDOT) Customer Service Portal system. Assists with correspondence and subject matters.  Prepares, types, distributes technical, project specific, and general correspondence.  Assists all sections in the Design Department with travel authorization/reimbursement, filing, copying, telephone switchboard, purchasing, incoming and outgoing mail etc.  Assists the DCPME/DDE with personnel packages as needed and is required to pull requisitions from the People First system. Submits New User and Access Change requests in AARF for consultants to access necessary FDOT information when a contract is awarded.

Serves as District Resolution Tracking System (RTS) Errors and Omissions (E&O) Delegate. Obtaining, scanning and inputting the required documentation required by procedure from Construction and Production staff.  After ensuring that each step is complete as required by procedure, produce a monthly executive summary for the DDE, the DCPME, the District Construction Engineer (DCE), and the E&O Administrator.  Attends meetings on behalf of the DCPME and reports the results of the meeting. Trains new users as required.

Enters and ensures approval of the interim and final grades in the Procurement Services Consultant Evaluation System for the General Engineering Consultant (GEC) prior to the monthly Production Meeting.

The Successful Candidate will have the following required Knowledge, Skills, and Abilities:

Knowledge of:

• Administrative principles and practices.

Skills in:

• Written and verbal communication.
• Reading, interpreting, communicating applicable rules, regulations, policies and procedures.

Ability to:

• Collect data and prepared correspondence relating to administrative functions such as human resources, purchasing or report writing.
• Work independently.
• Plan, organize and coordinate work assignments.
• Establish and maintain effective working relationships with others.

Minimum Qualifications:

• Two years administrative or clerical experience required. An associate's degree from an accredited college or university can substitute on a year-for-year basis for the required experience.

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.  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 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 (850) 414-5300 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 (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.