ADMINISTRATIVE ASSISTANT I

The State of Florida - Bartow, FL (30+ days ago)3.7


Requisition No: 36562

Agency: Department of Transportation

Working Title: ADMINISTRATIVE ASSISTANT I - 55010966

Position Number: 55010966

Salary: $33,834.74 - $43,786.14

Posting Closing Date: 05/23/2018

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

126 / Facilities Management

OPEN COMPETITIVE

CAREER SERVICE

CONTACT PERSON: Lori Albritton

CONTACT PHONE NUMBER: 863-519-2501

For benefit information available to State of Florida employees, go to http://www.mybenefits.myflorida.com/

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 Services 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 qualified individuals with disabilities may be provided. Interested persons should contact the Florida Department of Transportation’s Equal Opportunity Office located at 605 Suwannee Street, Tallahassee, Florida 32399 or call (850) 414-4747 for assistance.

POSITION DESCRIPTION: Supervise and direct work activities of subordinate employee that performs administrative secretary duties within Facilities Management District One. Assists in maintaining 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 purchase order requisitions via My Florida Market Place, purchasing card charges in the Florida Accounting Information Resource subsystem (FLAIR), contract invoice transmittals and utility invoices transmittals (electricity, garbage, sewer, telephone and water) for all general payments for the Bartow District Office Complex and the Facilities Office. Prepares reimbursement vouchers and employee travel vouchers. Posts correct cost distribution on the proper payment transmittal documents. Verifies accuracy of invoiced amount, ascertains the required quotes (verbal or written) are documented, obtains necessary signatures, forwards to the District Accounting Office for vouchering to the State Comptroller in accordance with established practices and procedures and with the time limitations of Section 215.422, Florida Statutes. Maintains associated files and purges them periodically so that files are maintained on a current basis. Serves as a delegate on all transactions processed through the State Purchasing Card. Reviews and distributes mail.

Assists in managing the overall administrative functions of the Facilities Office. Assists in planning, coordinating, and organizing work assignments and projects. Coordinates and reviews for accuracy personnel actions including, but not limited to, recruitment, selection, classification packages and performance evaluations.

Oversees the District Records Management Section, including the storage, retrieval, retention and disposal of all records. Ensures that all records received are labeled properly as to content and retention schedules are stored in approved containers. Maintains associated records of materials stored and ensures necessary records are transmitted to Central Office.

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.

Coordinates, schedules and sets up conferences and meetings for the Facilities Office. Provides direction and assistance to staff on personnel rules, travel requests/reimbursements, and other department policies, procedures. Serves as back-up to the time keeper for the Facilities Office.

Works with Management and staff to coordinate, process, and research as necessary, personnel paperwork in accordance with department requirements.

Serves as the back-up for: (1) District Receptionist (in lobby); (2) Mail Room; (3) Print Shop and is cross trained to assume duties as needed.

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 track and archive files. 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 plan, organize and coordinate work assignments. Ability to communicate effectively. Ability to establish and maintain effective working relationships with others. Ability to Supervise. Skill in written and verbal communication. Skill in reading, interpreting, communicating applicable rules, regulations, policies and procedures.

OTHER JOB RELATED REQUIREMENTS: Employee will be required to be responsive to emergency situations with a very short timeframe and serve in the Transportation Emergency Management Team.

MINIMUM QUALIFICATIONS: An associate's degree from an accredited college or university. Administrative or clerical experience can substitute on a year-for-year basis for the required college education.

As a CANDIDATE, you may be required to provide documentation (i.e. HIGH SCHOOL DIPLOMA OR EQUIVALENCY, college transcripts, ETC.) to verify meeting these Minimum Qualifications.

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.

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. 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.