ADMINISTRATIVE ASSISTANT II - 55000141

Requisition No: 861776 

Agency: Department of Transportation

Working Title: ADMINISTRATIVE ASSISTANT II - 55000141

 Pay Plan: Career Service

Position Number: 55000141 

Salary:  $48,906.94 - $63,291.33 

Posting Closing Date: 09/30/2025 

Total Compensation Estimator Tool

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

752 / DISTRICT SAFETY

INTERNAL AGENCY: Only current Department of Transportation employees will be considered for this position

CAREER SERVICE

CONTACT PERSON: Holly Kowalczyk

CONTACT PHONE NUMBER: 813-975-6719

CONTACT EMAIL ADDRESS:  holly.kowalczyk@dot.state.fl.us

HIRING SALARY RANGE: $1,881.04 - $2,434.28 /biweekly range / $48,906.94 - $63,291.33/annual range

ANTICIPATED BIWEEKLY SALARY: $2,212.98

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 II / District Safety

This position will provide administrative assistance to the District Safety 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

D7 – Headquarters

11201 McKinley Dr

Tampa, FL 33612

Your Specific Responsibilities:

Manages the overall administrative functions of the Office/Section. Plans, coordinates, and organizes work assignments, office budget, travel authorizations/reimbursements, employee related training, and various clerical duties as needed. Stays up to date with the latest changes in rules, procedures, and processes related to purchasing, attendance and leave, financial services, travel, etc. Answers and routes phones, coordinates employee calendars and work schedules, sets up conferences and meetings for the office. Provides direction on travel requests/reimbursements, and other department policies, and procedures. Provides personal assistance to department managers by monitoring incoming phone calls, email messages and meeting requests and by making travel arrangements, processing and transmitting correspondence, organizing office and coordinating various matters that arise during the business day.

Assists with phone coverage at the front desk reception. Maintains 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 comply. Processes purchasing card charges in Florida Accounting Information Resource subsystem (FLAIR) according to procedure. Assists the manager in monitoring and administering the office budget for purchases and or rate management. Approves and processes invoices for payment, supply requisitions with proper justifications and state purchases. Distributes mail.

Assists with timely processing of incident and injury reports for District 7 area of responsibility. Assists with safety recommendation entry and tracking and maintaining safety databases in a timely and consistent manner. Assists with review of reports to ensure the adequacy of investigations and corrective actions. Assists coordinating reports as necessary with the appropriate manager. Assists maintaining accident and injury logs. Assists the review of logs on a semi-annual basis, and preparation, publishing, and distribution of accident and injury trend data. Assist with safety outreach.

Prepares personnel actions such as hire packages, position classifications, People First job requisitions, position filling requests, and other related documents. Maintains confidentiality on all issues. Stays up to date with and provides direction on the latest changes in rules, procedures, and processes related to human resources (HR). Proactively communicates with district Human Resources staff to ensure current HR requirements are met. Tracks position vacancies and provides status as requested by department management. Acts as timekeeper for the unit.

Serves as the Public Records Requests (PRR) coordinator by ensuring proper coordination for records review between the general public and the department. Obtains the requested information from the appropriate personnel and responds to the PRR in Tracker with the requested information and any costs involved and closes the PRR. Ensures the PRRs are responded to within the deadline.

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

Knowledge of:

• Administrative principles and practices.
• Office procedures and practices.
• 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.
• Handle confidential information.
• 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.