ADMINISTRATIVE ASSISTANT II - 55012680

Requisition No: 843160 

Agency: Department of Transportation

Working Title: ADMINISTRATIVE ASSISTANT II - 55012680

 Pay Plan: SES

Position Number: 55012680 

Salary:  $50,256.45 - $65,037.76 

Posting Closing Date: 12/21/2024 

Total Compensation Estimator Tool

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

749 / DIRECTOR OF TRANSPORTATION DEVELOPMENT OFFICE

ANTICIPATED VACANCY

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

SELECTED EXEMPT SERVICE

CONTACT PERSON: L. Luberza

CONTACT PHONE NUMBER: 813-975-6719

CONTACT EMAIL ADDRESS: lisa.luberza@dot.state.fl.us

ANTICIPATED BI-WEEKLY HIRING SALARY: $2,274.05

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: Prepares and/or reviews all personnel actions for the division including, but not limited to, hiring packages, performance evaluations, disciplinary actions, and any other confidential human resources related matters. Maintains confidentiality on all issues. Advises and makes recommendations regarding proper procedures and options for each scenario by working with department managers, administrative assistants, Human Resources and the director as applicable. Reviews and advises director and department heads on personnel requirements related to any organizational changes being considered. Monitors vacancies within division and provides related information as needed to directors and department heads.

Monitors director's correspondence and flags any items needing immediate attention. Works with department heads, project managers, and others to ensure pertinent project-related information is properly exchanged with the Director. Reviews records and reports which require action and recommends solutions or courses of action. Performs special assignments, research, and report preparation. Proofread reports for the Director and staff.

Mentors and trains administrative assistants and administrative support employees as required. Holds regular meetings with administrative staff and shares and disseminates all administrative support and personnel information to ensure consistency within division. Acts as liaison between the director, department heads, and the administrative support staff to provide direction and advice regarding all administrative issues.

Manages the overall administrative functions for the director. Plans, coordinates, and organizes work assignments and projects. Stays up to date with the latest changes in rules, procedures, and processes related to personnel, purchasing, travel, etc. and provides direction and information to staff as needed. Coordinates, schedules, and sets up conferences and meetings for the office. Assists the Director with rate management and operating budget coordination and tracking. Coordinates all requests for travel approval by advising division employees of requirements and inputting requests to SharePoint and/or forwarding properly formatted formal requests for mission critical approval to be sent to the Florida Department of Transportation (FDOT) Secretary. Represents the director, in his or her absence, by interpreting policy decisions in the area of responsibility or by referring technical questions to the appropriate area.

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 are in compliance. Processes purchasing card charges in Florida Accounting Information Resource subsystem (FLAIR) according to procedure. Assists the Director in monitoring and administering the Office budget for purchases and/or rate management.

Processes correspondence and requests for staff and management. Serves on and supports administrative support and special events committees such as Safety Coordination, New Employee Orientation, and Awards and Recognition as needed. Handles FDOT tracker issues assigned to division and works with director and department heads to ensure issues are assigned properly and processed timely.

Manages Consultant Fees Operating budget to ensure Development Division operating funds are fully utilized and all contract-related encumbrances are correctly applied. Determines distribution of operating budget among development cost centers by meeting with project managers throughout the fiscal year to ensure needs are met and all discrepancies are identified and resolved. Communicates and coordinates with all involved parties including project managers, General Engineering Consultants (GECs), Professional Services, Budget, and Work Program to ensure accurate encumbrances and timely processing of invoices and corrections of any improperly applied amounts. Approves or denies all requests from Work Program for operating encumbrances within division.

Coordinates with other administrative staff on topics discussed in Leadership meetings.

KNOWLEDGE, SKILLS AND ABILITIES:

KNOWLEDGE OF ADMINISTRATIVE PRINCIPLES AND PRACTICES; KNOWLEDGE OF OFFICE PROCEDURES AND PRACTICES; KNOWLEDGE OF THE PRINCIPLES AND TECHNIQUES OF EFFECTIVE COMMUNICATION; ABILITY TO COLLECT DATA RELATING TO ADMINISTRATIVE FUNCTIONS SUCH AS HUMAN RESOURCES, PURCHASING OR REPORT WRITING; ABILITY TO PREPARE CORRESPONDENCE AND ADMINISTRATIVE REPORTS; ABILITY TO UNDERSTAND AND APPLY APPLICABLE RULES, REGULATIONS, POLICIES AND PROCEDURES; ABILITY TO WORK INDEPENDENTLY; ABILITY TO HANDLE CONFIDENTIAL INFORMATION; ABILITY TO PLAN, ORGANIZE AND COORDINATE WORK ASSIGNMENTS; ABILITY TO COMMUNICATE EFFECTIVELY VERBALLY AND IN WRITING; ABILITY TO ESTABLISH AND MAINTAIN EFFECTIVE WORKING RELATIONSHIPS WITH OTHERS; SKILL IN COLLECTING, EVALUATING AND ANALYZING DATA RELATING TO ADMINISTRATIVE FUNCTIONS SUCH AS BUDGETING, HUMAN RESOURCE MANAGEMENT PERSONNEL, PURCHASING OR REPORT WRITING; SKILL IN WRITTEN AND VERBAL COMMUNICATION; SKILL IN READING, INTERPRETING, COMMUNICATING APPLICABLE RULES, REGULATIONS, POLICIES AND PROCEDURES.

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.