Requisition No: 824370

Agency: Department of Transportation

Working Title: ADMINISTRATIVE ASSISTANT II - 55004967

Pay Plan: SES

Position Number: 55004967

Salary: $48,749.70-$63,087.85

Posting Closing Date: 03/29/2024

Total Compensation Estimator Tool

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

935 / TURNPIKE ENTERPRISE

OPEN COMPETITIVE

SELECTED EXEMPT SERVICE

CONTACT PERSON: Denise Carrier

CONTACT PHONE NUMBER: 407-264-3882

CONTACT EMAIL ADDRESS: Denise.Carrier@dot.state.fl.us

ANTICIPATED BI-WEEKLY HIRING SALARY: $2,115.38

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: Reports to the Administrative Assistant III in the Executive Director’s office. Provides daily administrative support to the Executive Director’s Office. Receives incoming calls to the Executive Director and redirects inquiries to the appropriate personnel for handling. Coordinates and manages the Executive Director’s electronic calendar; scheduling appointments and meetings, greeting guests, as well as reserving meeting space. Reviews and processes various correspondences, invoices and other documents sent to the Executive Director for authorization and signature. Ensures documents are complete and properly prepared and in compliance with appropriate policies and procedures. Assists in the preparation and dissemination of required responses. Provides on-going communication with legislators, public officials and customers regarding Turnpike plans, projects, and toll inquiries. Assists with conducting research on a variety of administrative matters. Maintains current information on Turnpike policies and programs, and independently handles routine matters within established policies.

Serves as backup to the Administrative Assistant III for the Executive Director. Serves as the e-mail delegate to the Executive Director and the Administrative Assistant III. Assists in routing of customer inquiries received via various platforms including; Governor’s office, Central Office, District offices and citizen portal. Assists with maintaining executive SharePoint site, personnel documents, in addition to Director files . Creates documents, reports, presentations, and prepared documents for signature. Retrieves and distributes incoming/outgoing mail and deliveries. Updates and maintains filing system adhering to the Department’s guidelines as they relate to records management.

Maintains the office supply inventory, the monthly mileage logs, annual inventory for electronic equipment for the Executive Director’s office. Prepares documents by hard copy and/or electronically in compliance with existing procedures and practices to facilitate supply ordering, and equipment purchases. Ensures Turnpike Employees Service awards are distributed to cost center managers in a timely manner. Serves as the co-captain of the Safety coordinator for the Executive Director’s office.

Performs special assignments, research, and report preparation for the Government Affairs unit including typing various documents, creating spreadsheets, making copies, sending and receiving faxes.

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. Skills in using Microsoft Word, Outlook, Power Point, Excel, SharePoint, and OneNote. Skills in coordinating virtual meetings and utilizing appropriate conferencing technology; Ability to collect, evaluate and analyze data. Ability to use correct spelling, grammar and punctuation; Ability to prepare correspondence and administrative reports. Ability to understand and apply applicable rules, regulations, policies, and procedures. Ability to utilize problem-solving techniques. Ability to work independently. Ability to plan, organize and coordinate work assignments. Ability to communicate effectively. Ability to establish and maintain effective working relationships with others.

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.