Requisition No: 796613

Agency: Department of Transportation

Working Title: ADMINISTRATIVE ASSISTANT II - 55006071

Position Number: 55006071

Salary: $43,748.85 - $56,616.16

Posting Closing Date: 03/09/2023

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

310 / District Maintenance

OPEN COMPETITIVE

SELECTED EXEMPT SERVICE

CONTACT PERSON: Jennifer Williams

CONTACT PHONE NUMBER: (850) 330-1592

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: Supervises employees spending the majority of their time communicating with, motivating, training, and evaluating employees, and planning, and directing employee's work. Plans, assigns, and reviews work of Maintenance Office support personnel in purchasing, records management, travel requests, office supply storage, vehicle logs, data management and entry, property management, processing and maintaining records, updating emergency phone list, customer service and producing on-call list for the district. Ensures purchase orders, procurement card purchases, requisitions, travel reimbursements, etc. are processed in compliance with Department procedures. Monitors customer service by supervising the logging and tracking of customer complaints and requests for information. Coordinates, schedules and sets up conferences and meetings for the Office. Stays up to date with the latest changes in rules, procedures, and processes related to: Human Resources, Purchasing, Travel, etc. Prepares personnel actions including, but not limited to, hiring packages and performance evaluations. Maintains confidentiality on all issues. Performs special assignments, research, and report preparation. Maintains a file on all correspondence that requires follow-up by this office or field offices. Updates status and reports to District Maintenance Engineer on a biweekly basis. Assists in the development, modification, and testing of spreadsheets used to monitor and analyze various functions within maintenance. Proofreads reports and correspondence. Serves as the timekeeper for the Maintenance Office and is responsible for maintaining attendance and leave records, as well as approving timesheets in the supervisor's absence.

Assists the District Maintenance Engineer in the role of Emergency Response duties during active events as directed. Assists in the coordination, review, preparation, and distribution of the Comprehensive Emergency Management Plan and updates, as well as the solicitation of bids for printing of the emergency plan. Gathers, sorts and disseminates information, schedules staffing of the Emergency Command Center, attends meetings, and tracks cost of response efforts.

Serves as the District Three Access Management Review Committee secretary. Schedules all in-house meetings with the District Design Engineer, District Traffic Operations Engineer and the District ISD Manager. Coordinates meeting dates with external customers, prepares agendas for scheduled meetings, maintains a record of meetings, and distributes correspondence to meeting attendees.

Serves as the Contract Manager for District Wide Uniform Contract. This includes, but is not limited to, preparing the Scope of Services and other documentation as required. Attends pre-bid meeting and bid opening. Coordinates with appropriate Operations Centers on issues related to uniforms and serves as liaison between Operations Centers and uniform vendor.

KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of administrative principles and practices. Ability to work independently. Ability to plan, organize and coordinate work assignments. 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. Ability to supervise.

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.