ADMINISTRATIVE ASSISTANT II - 55012367

Requisition No: 843439 

Agency: Department of Transportation

Working Title: ADMINISTRATIVE ASSISTANT II - 55012367

 Pay Plan: SES

Position Number: 55012367 

Salary:  $50,288.85 - $65,079.69 

Posting Closing Date: 12/23/2024 

Total Compensation Estimator Tool

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

352 / ROADWAY DESIGN

ANTICIPATED VACANCY / OPEN COMPETITIVE

SELECTED EXEMPT SERVICE

CONTACT PERSON:  Aixa Corbitt

CONTACT PHONE NUMBER: 850-330-1458

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: Supervise office support staff in the Design Department.  Plan, assign, and review work of clerical staff employees in purchasing, records management, incoming and outgoing mail, car logs, copying plans, and expenditures for Design.  Supervise, direct, and monitor office support staff in other office functions including switchboard operations, training issues,  Individual Training Plans (ITP), Employee Performance System (EPS), inventory, public records request and making travel arrangements for Design employees.  Responsible for planning and directing employees' work as well as all associated employee evaluations and required training.

Assists the District Design Engineer in conducting daily administrative activities/functions of the office for Cost Center 352, 353, and 359.  Maintains the District Design Engineer's correspondence and subject matter files (i.e. reading files, project information files, general correspondence and general subject files and forms that are used in the daily operations).  Processes a variety of correspondence, investigates subject matter and prepares replies which are related to the administrative/secretarial support unit.  Processes routine draft notes with given subject matter.  Prepares, types, distributes technical, project-specific and general correspondence from written matter for the District Design Engineer.  Processes incoming mail for the District Design Engineer.  Maintains, schedules and cancels designated meetings for the District Design Engineer on an as needed basis.  Prepares budget spreadsheets for the District Design Engineer and expenditures for proper level of operation to satisfy customer needs and maintain training levels for appropriate expertise of personnel.  Works with the District Design Engineer on strategies for best utilization of budget and lobbying efforts as necessary for more funds.

Processes and tracks design exceptions, design variations, flexible pavement designs, and typical section packages for District Three.  This is coordinated through Project Suite for the Project Manager, District Design Engineer, and the State Roadway Engineer. Tracking is also necessary for special conditional approvals for extended period of time.

Interprets policies and procedures for Fiscal, Personnel, Purchasing, Statistical Reporting and other major office functions.  This includes, but is not limited to maintaining the Design Department's personnel files. Manage the Employee Performance System (EPS) of subordinates in a timely manner.  Processes position descriptions, timesheets, Request for Pay Actions (RPA), achievement awards, leave reports, and payroll information.  Responsible for filing of all pertinent papers in employees personnel files.  Prepares all proposed appointment and position description packages.  Provides rule information to supervisors as needed.  Prepares 90 day spending plan for the Design Department and updates the organizational charts for Design and Surveying.  Ensures accuracy of all documents, timely submission and compliance with the Department's Fiscal policies and procedures.

Edits and posts the District Three Design Newsletter to the District Three website.  This includes compiling articles from various sources and ensuring the accuracy of the content; maintaining and distributing past issues upon request and coordinating with central office.

Assists the District Design Engineer as needed with emergency management issues.  These duties may include, but are not limited to; input status updates involving detours and consequences information into the EOMS (Emergency Operations Management System). Assists the District Design Engineer (who also serves as chairman of the Access Management Committee) as needed with any duties associated with Access Management.  This includes, but is not limited to, contacting members of the public, preparing agendas, requesting research, preparing briefing packages, etc.

KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of Employee Performance System process.  Knowledge of computer software such as but not limited to Microsoft Office or similar computer software. Knowledge of current state purchasing and procurement procedures.  Skilled in planning, organizing, and coordinating work assignments. Skilled in following oral and written instructions.  Skilled in performing basic mathematical calculations. Skilled in the use of current personnel practices and procedures, rules and  regulations, and the ability to apply these in the selection process.   Ability to prepare correspondence, proof read for correct spelling, punctuation and grammar.  Ability to establish and maintain effective working relationships with others. Ability to communicate effectively in writing and verbally. Ability to supervise.

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.