STAFF ASSISTANT - 55012002

Requisition No: 851705 

Agency: Department of Transportation

Working Title: STAFF ASSISTANT - 55012002

 Pay Plan: SES

Position Number: 55012002 

Salary:  $40,741.87 - $43,541.68 

Posting Closing Date: 05/04/2025 

Total Compensation Estimator Tool

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

849 / Tolls Roadside Sys Support

OPEN COMPETITIVE

SELECTED EXEMPT SERVICE

CONTACT PERSON: Devin Kirkpatrick

CONTACT PHONE NUMBER: 407-845-6755

CONTACT EMAIL ADDRESS: Devin.Kirkpatrick@dot.state.fl.us

HIRING SALARY RANGE: $1,566.99 - $1,674.68/biweekly range / $40,741.87 - $43,541.68/ 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.

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:

Staff Assistant and Office of Toll Operations/Tolls Systems Support & Maintenance/Statewide Toll Equipment Maintenance/ Orlando Toll Equipment Maintenance

This position will perform administrative functions facilitating the operations of the Toll System Support Groups including coordinating with field supervisors to ensure new hires receive all necessary tools and equipment in a timely manner.

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:

Office of Toll Operations- N of I-4 on Turnpike, MP 263, Orlando, FL 32835

Annual Salary Range:

$40,741.87 - $43,541.68  

Your Specific Responsibilities:

Performs administrative functions facilitating the operations of the Toll System Support (TSS) Groups Central Florida Maintenance Region. Establish priorities and coordinates with other departments to include staff assistants, training managers, inventory administrators, purchasing office, travel office and the Comptroller's office. Assists and prepares personnel actions including, but not limited to, recruitment selection, classification packages, People First support and Timesheets. Ensures all administrative concerns for the TSS Group are compliant. Provides direction and assistance to staff on personnel rules and department requirements.

Coordinates with field supervisors to ensure new hires get all necessary tools, equipment, and laptop in a timely fashion as well as necessary access to support the statewide toll collection system. Coordinates with Performance Development as TRESS Coordinator utilizing the Training, Records, Evaluation, and Scheduling System (TRESS)/LMS. Assists in maintaining the Tolls Training Support SharePoint to include administration of the Tolls Certificate Tracker SharePoint. Ensure all certificates are correctly uploaded and recorded. Generation of training reports for compliance with the Department’s guidelines. Maintains training reports as required by the Department Head and/or Training Manager. Manages training schedules, reminders, and class material printouts. Helps in generating, editing, and publishing instructional materials in the Tolls Training Support SharePoint.

Ensures purchasing cards are processed timely and assists others when they are away to meetings, conferences, or training. Authorized Purchasing Card Holder. Prepares local purchase order, purchase requisition and process for payment. Compiles and analyzes data for payment of bills, invoices within allotted time limit for their assigned Toll Facilities and Regional Maintenance Office and maintains records for all such payments. Provides documentation of justification for all purchases. Compiles data for contracts. Organizes Scope of Services documents for labor services and commodity purchases contracts. Prepares documents for vendor payment requests. Prepares reports and spreadsheets for management.

Reviews contractor timesheets, overtime, collects data and investigates issues as requested. Monitors vendor and contractor invoices for payment. Processes correspondence, personnel forms, and requests for staff. Maintains vehicle logs within their assigned region, submits required monthly vehicle mileage and use information on website within required timeframe. Assists with travel schedules and accommodations for department staff. Processes travel forms for reimbursements.

Assists the Regional Maintenance Coordinators with ordering fuel for plaza generators. Initiates special projects to handle or coordinate various plaza problems such as equipment failure, emergency electrical plumbing repair and other maintenance repairs or problems when not handled via the work order system). Obtains written quotes for work projects not designated by Department of Transportation (DOT) Maintenance for service to plazas and ensures compliance with Minority Business Enterprise (MBE) requirements.

Coordinates with management and other administrative staff on purchases, transfers, surplus of equipment and to ensure department procedures are followed and all offices are in compliance. Performs annual regional c equipment inventory. Serves as the inventory custodian for the assigned unit to monitor, locate and scan all the units' inventory statewide. Travel to sites to conduct preliminary and final inventory audits on a yearly basis; Prepares Property Management Requests (PMR) for new and relocated assets.

Establishes and maintains appropriate data files to facilitate timely response to inquiries. Maintains correspondence logs as appropriate. Prepares responses correspondence, or delegates draft responsibilities if substantial technical response is required. Assists in the collection and presentation of data used in preparing of operating budget requests.

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

Knowledge of:

• State Procurement regulations and procedures
• State Purchasing Card regulations and procedures

Skills in:

• Inventory processing system
• Microsoft Word, Excel, PowerPoint

Ability to:

• Perform routine administrative tasks to support statewide maintenance operations
• Maintain statewide personnel database
• Review, compile, analyze and distribute official documents for administrative decisions
• Maintain files, prepare memos/letters and proofread documents for accuracy
• Communicate effectively
• Provide communication and information distribution, manage information within the Toll System Support Group
• Coordinate issues and problems with department staff
• Assist in the search for vendors, contractors and information
• Coordinate and schedule staff meeting and conference calls
• Perform physical inventory of the Toll System Support Region's maintenance equipment, computers and vehicles
• Offer and promote constructive suggestions for the improvement of procedures and processes.
• Prepare Classification and pay actions in accordance with the Department of Transportation guidelines.

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.  

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.