ADMINISTRATIVE ASSISTANT II - 55009886

Requisition No: 872833 

Agency: Department of Transportation

Working Title: ADMINISTRATIVE ASSISTANT II - 55009886

 Pay Plan: SES

Position Number: 55009886 

Salary:  $51,554.77 - $66,717.94 

Posting Closing Date: 04/14/2026 

Total Compensation Estimator Tool

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

850 / Chief Financial Officer

OPEN COMPETITIVE

SELECTED EXEMPT SERVICE

FULL-TIME

CONTACT PERSON: Carla Ingram

CONTACT PHONE NUMBER: 407-264-3193

CONTACT EMAIL ADDRESS: carla.ingram@dot.state.fl.us

HIRING SALARY RANGE: $1,336.92 - $2,338.53 /biweekly range / $51,554.77 - $60,801.78   /annual range

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 II/TURNPIKE ENTERRISE/CHIEF FINANCIAL OFFICER)

This position will serve as the primary administrative and operational support for the Turnpike’s Chief Financial Officer, overseeing correspondence, document review, scheduling, reporting, procurement, inventory, SharePoint management, and office administration while ensuring compliance with state and departmental policies. It supervises staff, coordinates activities across multiple Finance units, manages travel and training, maintains personnel and directory records, processes system access requests, and administers PeopleFirst functions including timesheets, recruitment actions, onboarding, and the internship program. The position also handles document retention, manages memberships and subscriptions, supports Treasury Management as needed, processes P‑Card transactions, coordinates office moves, maintains file systems, assists with Department‑wide reporting requirements, and serves as a key point of contact for GovQA, IT application development, safety, continuity planning, and recognition programs, while performing additional duties as assigned.

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:

(TURNPIKE ENTERPRISE AND MILE POST 263 BLDG 5315 OCOEE, FL 34761)

Annual Salary Range:

$ 51,554.77 - $ 60,801.78  

Your Specific Responsibilities:

Acts as a liaison and administrative assistant for the Turnpike's Chief Financial Officer (CFO). Prepares written correspondence for the CFO. Reviews correspondence, invoices, and other documents sent directly to the CFO for authorization and signature to ensure that they are complete, properly prepared, and in compliance with appropriate policies and procedures. Ensures documents and correspondence are ready for final signatures ensuring correct grammar, punctuation, and spelling. Makes day-to-day decisions pertaining to office administration on behalf of the CFO. Follows-up with the CFO's direct reports, as needed, to determine the status of delegated tasks / assignments and provides such information to the CFO. Supervises direct reports.

Oversees the work of the Administrative Assistant I to Finance, that includes serving as backup to Administrative Assistant I including but not limited to providing administrative support to other areas in Finance, assisting with procurement of office supplies, and other areas as needed. Provides the primary administrative support to the Financial Planning, Work Program / Financial Services, Financial Data Systems, and Financial Reporting units. Prepares and distributes reports and correspondence. Maintains appointment and meeting schedules, and coordinates Department-wide events. Makes all business-related travel arrangements. Prepares and ensures all travel documentation is properly submitted. Also provides secondary administrative assistance to the Business Development & Concessions Management, and Contractual Services units, as needed.   

Oversees office-related purchases in the Finance Department. Ensures adherence to State of Florida and Department procurement policies and procedures, including budgeting, accounting, purchasing, and receiving. Prepares purchase requisitions for supplies and services, ensures that the proper account coding is utilized, and approves purchases in MyFloridaMarketPlace (MFMP).Oversees the procurement and records management of unit equipment inventory. Follows inventory procedures and conducts quarterly quality assurance and quality control reviews. Coordinates the logistics for any office moves with the Facilities Office and staff to ensure that the movement of all personnel, furniture, equipment, and files are properly scheduled and coordinated. Serves as the CFO's Purchasing Card (P-Card) delegate processing charges for cost centers as assigned by the CFO, ensuring documentation is complete and accurate.

Maintains a current detailed contact list and organization chart for all unit managers and the CFO. Ensures directory information for all unit staff is current and properly maintained. Acts as the custodian for unit employee information including hire dates, fuel card numbers, and emergency contact information. Responsible for initiating Automated Access Request Forms (AARF) on behalf of unit managers to establish and modify access to various Department systems and applications. Serves as the Safety Captain for Headquarters Finance staff, ensuring an up-to-date personnel listing. Serves as the CFO's WorkPlace Contingency Plan delegate ensuring the plan is accurate and up-to-date. Serves as the CFO's Property Delegate ensuring all records for property are accurate and up-to-date, and reviews all Property Management Reports (PMRs) for accuracy and completeness, and routes them to the CFO for authorization.   

Serves as the primary point of contact for the CFO SharePoint site, creating sub-sites as needed and approved. Ensures content is accurate and up-to-date. Monitors and updates information on the SharePoint site, as requested or needed. Ensures all personnel who require permissions have the correct level of access to the SharePoint site. Serves as the CFO's point of contact with the Office of Information Technology (OIT) and other technology professionals for the development of applications in support of accounting and financial processes. 

Manages information in the PeopleFirst system and oversees the completion of unit timesheets to ensure accuracy. Serves as the point of contact for questions regarding timesheet preparation. Approves submitted timesheets for the CFO and the unit managers in their absence. Establishes and monitors open Finance position requisitions through the PeopleFirst system including all related documentation and paperwork, advertisement posting, recruitment communications, scheduling of interviews, paperwork processing and onboarding tasks. Coordinates the unit's internship program. Works closely with hiring managers, the Human Resources Office, and the PeopleFirst staff to ensure that documentation is properly submitted, and the Department's policies and procedures are followed. Serves as the unit recognition coordinator. Receives and reviews nominations in accordance with the Department and Turnpike Enterprise recognition policies and procedures and assists in the production of all unit recognition correspondence, certificates, and awards. Serves as the primary contact for memberships and subscriptions utilized by the Finance department, as required and requested by the CFO.

Serves as the CFO's Document Retention delegate, and coordinates with Document Retention staff to ensure that documents are scanned, stored, and / or purged in accordance with statute and Department document retention policies and procedures. Periodically reviews electronic folder / file structure for optimization / efficiency and ensures files that have met their retention limit are purged from network drives. Maintains the Finance Department’s file room to achieve uniformity and efficiency consistent with the informational needs of the unit. Maintains a database of all files, correspondence, and reports, as well as agreements (Department-Funded Agreements, Local Fund Agreements, and Memorandums of Understanding). Retrieves information for the CFO and managers, as directed. 

Acts as the unit training coordinator. Registers staff for training and arranges necessary payments for instruction, training supplies, and travel. Reserves conference room as well as audio / visual resources for training events. Ensures that training materials are compiled and disseminated, when requested. Maintains training records and ensures that employees are notified of all required training. 

Serves as one of the GovQA correspondence system points of contact, in addition to a point of contact for those issues and correspondences which derive outside of GovQA (from the Governor's Office, Central Office, and others). Ensures the GovQA system is updated, new issues are routed properly, and issues are closed-out of the system or otherwise routed back to the originator.

Serves as backup for Treasury Management ensuring the accuracy of treasury information and documentation required for updates and changes to bank accounts. Provides support for the required annual reporting to the Florida Transportation Commission (FTC), ensuring completeness and timeliness of the Turnpike's response. 

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

Knowledge of:

• office administration practices and techniques
• Knowledge of data collection and analysis principles and procedures

Skills in:

• using Microsoft Word
• Access, PowerPoint, PowerPoint, Excel, SharePoint, Publisher,
• electronic mail

Ability to:

•  communicate effectively, orally, and in writing
• use correct spelling, grammar, and punctuation
• determine work priorities and ensure proper completion of assignment
• maintain an appointment calendar and arrange travel and meetings
• research purchase requisitions, vendors, and prepare and maintain purchase records
• develop and maintain a contact listing
• develop and maintain a filing system and a document control system
• work independently
•  supervise

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 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.