ADMINISTRATIVE ASSISTANT I - 55012701

Requisition No: 860164 

Agency: Department of Transportation

Working Title: ADMINISTRATIVE ASSISTANT I - 55012701

 Pay Plan: Career Service

Position Number: 55012701 

Salary:  $44,046.06 - $57,000.78 

Posting Closing Date: 09/09/2025 

Total Compensation Estimator Tool

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

712 / PROCUREMENT SERVICES

ANTICIPATED VACANCY / PENDING CLASSIFICATION UPDATE

OPEN COMPETITIVE 

CAREER SERVICE

CONTACT PERSON: Rose Murphy

CONTACT PHONE NUMBER: 813-975-6212

CONTACT EMAIL ADDRESS: rose.murphy@dot.state.fl.us

HIRING SALARY RANGE: $1,694.08 - $2,192.34 biweekly range

                                            $44,046.06 - $57,000.78 annual range

ANTICIPATED BIWEEKLY SALARY: $1,900.00 - $1,985.54 

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:

Administrative Assistant I / Procurement Services

This position will be responsible for assisting in managing the overall administrative functions of the Procurement Services Office.   

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:

Florida Department of Transportation

District Seven Headquarters

11201 N. McKinley Dr.

Tampa, FL 33612

Your Specific Responsibilities:

Assists in managing the overall administrative functions of the Office/Section. Assists in planning, coordinating, and organizing work assignments and projects. Coordinates and reviews for accuracy personnel actions including, but not limited to, recruitment, selection, classification packages, and performance evaluations.  Maintains confidentiality on all issues.  Screens application documents, schedules interviews, and prepares related paperwork.  Prepares orientation documents and conducts new employee orientations.  Stays current and provides direction regarding rules, procedures, and processes related to Human Resources.  Works with management and staff to coordinate, process, and research as necessary, personnel paperwork in accordance with department requirements.  Proofreads own work and that of others for spelling, grammar, punctuation, and format.

Assists in maintaining file system, correspondence, meeting minutes, personnel actions, and other related documents. Coordinates with management and other administrative staff on purchases, transfers, and surplus of equipment to ensure department procedures are followed and all offices are in compliance.  Completes and submits Information Resource Requests (IRR), Purchase Requests, and Property Management Reports (PMRs) as needed.  Prepares requests for centralized supply orders. Reviews and distributes mail. Prepares and processes financial paperwork for purchases made by Electronic Procurement Requisitions, Local Purchase Orders and Purchasing Card charges. Use of Florida Accounting Information Resources subsystem (FLAIR) according to current directives and procedures. Processes purchasing card charges in Bank of America Works according to procedure. Processes invoices/warrants in accordance with provisions and requirements of Section 215.422 F.S. Assists with tracking and reporting operating budget expenditures and encumbrances.  Vendor invoice/warrant processing required to perform these duties.

Prepares simple amendments for time extensions on contracts, reviews letters of response for responsiveness, updates the Procurement Development Application (PDA), enters data in the Contract Invoice Transmittal System (CITS), prepares Contractor/Bid Responsiveness Reports, prepares Award Memos, and assists with new bidder information requests.

Coordinates, schedules, and sets up conferences and meetings for the Office/Section. Provides direction and assistance to staff on personnel rules, travel requests/reimbursements, and other department policies and procedures. Processes correspondence and requests for staff and management.  Maintains the office environment to assure personnel have proper working conditions.

Serves as a backup to the Front Desk Receptionist for the District Seven Headquarters. Answers and routes telephone calls, responds to general questions, greets and assists visitors, controls building access, and issues visitor badges.  Provides backup administrative and/or secretarial support and telephone coverage to other departments in the Executive Direction & Support Services budget entity.

Serves as Unit Custodian, maintains accurate records and inventory for all cost center property. Conducts annual inventory and ensures property is transferred in accordance with processes and procedures. Serves on and supports administrative support and special events committees as needed. Maintains the Procurement Services archive server and SharePoint site. Serves as webmaster for the District Seven Procurement Services Internet sites. Maintains the Workplace Contingency Plan. Serves as timekeeper.

Serves as Public Records Requests coordinator. Conducts in-depth research for public record requests that pertain to Procurement Services and responds appropriately and timely. Coordinates review of contract files as needed. Prepares closed contract files for retention and handles archive issues for the cost center.  Prepares Records Destruction Requests. 

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

Knowledge of:

• Administrative principles and practices.
• Office procedures and practices.
• The principles and techniques of effective communication.

Skills in:

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

Ability to:

• Collect data relating to administrative functions such as human resources, purchasing, or report writing. 
• Prepare correspondence and administrative reports. 
• Understand and apply applicable rules, regulations, policies, and procedures.
• Work independently.
• Plan, organize, and coordinate work assignments.
• Communicate effectively.
• Establish and maintain effective working relationships with others.

Minimum Qualifications:

• Two years of administrative or clerical experience.
• An associate's degree from an accredited college or university can substitute 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.

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.