ADMINISTRATIVE ASSISTANT - 55009687

Administrative Assistant - 55009687

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.

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.

The work you will do :

Administrative Assistant, Assistant Secretary for Engineering and Operations / Corridors Program Office

This position will play a key role in supporting the department's daily operations and mission to provide a safe and efficient transportation system. They assist with scheduling, correspondence, document management, data entry, and coordination of meetings and events. The position helps ensure smooth communication between teams, maintains accurate records, supports travel processes, and provides excellent customer service to both internal staff and external partners, all contributing to the department's overall efficiency and success.

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 :

Celebration, FL 34747

Annual salary range : $48,032.73 - $62,160.00

Your specific responsibilities :

Serves as the personal administrative assistant to the Corridors Program Director. Operates as a trusted advisor to executive leadership. The tone for professional and work standards for the Office are set and maintained by this position. This position serves as the hub for transmission of information from the Corridors Program Office. Maintains an ongoing relationship with governmental entities including elected / appointed local, state, and national officials. Acts as liaison for the Corridors Program Director in their absence by interpreting policy decisions in their area of responsibility in regard to who may be able to respond and assist in ensuring that deadlines are met. Conducts fact finding research, make recommendations regarding area of research, and monitors operations activities to meet service objectives. Interprets applicable policy and procedure, recommends, and consults the Director to resolve problems. Independently responsible for developing problem solving solutions and alternatives in a time-sensitive and high-pressure environment. Provide consistent business recommendations / decisions under pressure. Recommendations must be made with a global perspective of the organization in mind. Lead, manage, and oversee the overall administrative and office support functions of the Corridor Program Office. This is including but not limited to, travel, training, human resources (position descriptions, selection / appointment packages, requisitions in People First, timesheets, Veterans preference packages and more), purchasing, paying invoices, budget, mail distribution, policies and procedures, and other administrative support functions. Prepares and reviews all personnel items of confidential nature, consulting the Human Resources office as necessary. Stays up to date on all rules, procedures and processes related to administrative and office support functions. Plan, initiate, and track work to ensure completion within defined work time frames. Coordinates with others to identify matters of concern which require remedial action. Maintain calendars, plan itineraries and schedules, make appointments, gather, and distribute background material on subjects to be discussed, make travel arrangements, and makes arrangements for meetings and conferences.

Process, provide support, guidance, provide reports, tracks, and recommend approval or denial in all areas related to Human Resources, Travel, Budget, Procurement, Accounts Receivable and Payable, Training, and Policy and Procedure modifications and updates. Maintains and tracks rate utilization for the Corridor Program Office. Develops controls and procedures for continual monitoring and overview of budgetary and financial matters. Develops, monitors, and tracks annual operations overhead budget, ensuring proper expenditures of state funds. Assists Corridor Program Director in assessing, estimating, and obtaining equipment, services and other commodities as directed by Department procedures and requirements. Provides regular budgetary status reports to the Corridor Program Director and budget personnel to facilitate end of year balance. Work with programs like STMS (Statewide Travel Management System), Works, JustFoia (public records requests) and more, preparing items for processing. This position should provide constructive input on all documents presented before the Corridor Program Office Director. Provide direction on personnel rules, travel requests, reimbursements and other department policies and procedures. Stay current with the latest changes in rules, procedures, and processes related to personnel, purchasing, travel, etc. and disseminate information to staff as needed. Participate in meetings, provide input, and make recommendations.

Provide coordination on issues which cross disciplinary or district lines. Initiate and / or respond to communications as assigned. Research and provide appropriate information and documentation. Analyze, provide input and recommendation on work assignments as needed. Review work products of other staff for content and make recommendations for needed change.

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 :

Collecting, evaluating, and analyzing data relating to administrative functions such as budgeting, human resource management personnel, purchasing or report writing.

Highly skilled in written and verbal communication.

Highly skilled in reading, interpreting, communicating applicable rules, regulations, policies, and procedures.

Skill in Microsoft Office Suite (Word, Excel, PowerPoint).

Ability to :

Conceptualize the global picture and impact.

Incorporate ideas into the global picture.

Dissect a scenario and recommend a course of action to benefit all.

Operate efficiently and effectively in diverse situations.

Anticipate needs and potential challenges.

Work independently.

Collect data relating to administrative functions such as human resources, purchasing and / or report writing.

Prepare correspondence and administrative reports.

Prioritize projects and initiatives while multitasking.

Handle confidential information.

Plan, organize and coordinate work assignments.

Communicate effectively.

Establish and maintain effective working relationships with others.

Other job-related requirements :

Employee will be required to be responsive to emergency situations within a very short timeframe and serve in the Transportation Emergency Management Team.

The state's total compensation package for employees features a highly competitive set of employee benefits including :

Health insurance (over 90% employer paid)

$25,000 life insurance policy (100% employer paid)

Dental, vision and supplemental insurances

State of Florida retirement package

10 paid holidays a year

Generous vacation and sick leave

Career advancement opportunities

Tuition waiver for public college courses

A variety of training opportunities

Employee Assistance Program (EAP)

For additional benefit information available to State of Florida employees, visit : https : / / www.mybenefits.myflorida.com /

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 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 (1-866-663-473