OFFICE OF COMPTROLLER ADMIN ASSISTANT - 55000663

Requisition No: 837088 

Agency: Department of Transportation

Working Title: OFFICE OF COMPTROLLER ADMIN ASSISTANT - 55000663

 Pay Plan: Career Service

Position Number: 55000663 

Salary:  $51,249.46 - $66,322.83 

Posting Closing Date: 09/26/2024 

Total Compensation Estimator Tool

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

913 / Office Of Comptroller

OPEN COMPETITIVE

CAREER SERVICE

CONTACT PERSON:  Jason Adank

CONTACT PHONE NUMBER: 850-414-4172

CONTACT EMAIL ADDRESS: Jason.adank@dot.state.fl.us

ANTICIPATED BI-WEEKLY HIRING SALARY: $2,318.98

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:

(Administrative Work Flow) Serves as the Office Manager supporting the Office of Comptroller (OOC).Manages administrative work flow in the office including correspondence, equipment maintenance and supplies (copier, fax, etc.), mail (including appropriate e-mail), and other key processes. Receives and forwards items coming into the office. Coordinates and schedules meetings/conferences/training, including rooms and equipment if needed; Schedules travel items (airline, hotel, etc) for the Comptroller, DeputyComptrollers and other staff as requested.

(Purchasing, Payment Processing and Travel)  Maintains and advises the Comptroller, Deputy Comptrollers and office supervisors on current State/DOT purchasing and supply rules, policies and procedures.  Reviews, analyzes and processes requests for purchases and supplies in a timely manner.  Process invoices for payment of goods and services within established time frames.  Uses the purchasing card for payment whenever practicable and processes transactions within established time frames.  Assist Travelers with processing travel request and reimbursement voucher via the State’s Travel Management System in accordance with established policies and procedures and in a timely manner.

(Consultant Purchase Orders) Creates and admends Purchase Orders for consultants within the OOC, including advertisement, obtaining funds approvals, managing the approval work flow and coordinates payment of invoices with resource and contract managers.  Assists with project costing and invoice issues.

(Training) Acts as the Learning Curve coordinator for OOC staff.  Notifies staff of available DOT/State training opportunities, schedules staff for requested training via the Learning Management System (LMS) and assists/confirms classes at the Admin ribbon of Learning Curve. 

(Property) Handles necessary changes and malfunctions to all of OOCs assets.  Handles processing of new, transferred, and surplused property. Conducts Annual Property Inventory.  Serves as the OOC Property Unit Custodian.

(Personnel)  Maintains and updates the organization chart, phone lists and other lists as may be required of the OOC in a timely manner.

KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of State purchasing rules, policies, and procedures.  Knowledge of State personnel rules, policies, and procedures.  Knowledge of State travel laws, rules, policies, and procedures.  Excellent organizational skills.  Skill in the use of Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint.  Ability to offer excellent customer service.  Ability to plan, organize, and conduct activities with minimal supervision and perform work in a timely efficient, effective, and professional manner.  Ability to manage large and/or multiple projects, prioritize multiple tasks and meet deadlines.  Ability to perform duties calmly and effectively under pressure and time constraints.  Ability to understand, interpret correctly, and apply applicable laws, rules, policies, and procedures.  Ability to use, and instruct others in the use of, office equipment (e.g. copiers, fax machines, printers, etc.) and to ensure the equipment is adequately maintained.  Ability to plan purchases of office supplies, copier/printer paper, etc.  Ability to communicate clearly and effectively and convey ideas, both verbally and in writing.  Ability to develop and maintain a filing system for an office library, office hard copy files, and computer files.  Ability to exercise proper judgment.  Ability to gather data, perform analysis and present results (report preparation) efficiently and effectively using Windows based computer software (Word, Excel, and PowerPoint).  Ability to establish and maintain effective working relationships.

MINIMUM QUALIFICATIONS: An associate’s degree from an accredited college or university and one year of administrative experience.  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 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 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.  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.