Agency: Department of Transportation
Working Title: ADMINISTRATIVE ASSISTANT III - 55001497
Salary: $46,603.72 - $60,749.32
Posting Closing Date: 03/22/2018
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
JOB POSTING DESCRIPTION
Turnpike Enterprise / 935
PENDING CLASSIFICATION UPDATE
SELECTED EXEMPT SERVICE
CONTACT PERSON: Ivette Fernandez
CONTACT PHONE NUMBER: (407) 264-3105
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 Transportations 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 Transportations Equal Opportunity Office located at 605 Suwannee Street, Tallahassee, Florida 32399 or call (850) 414-4747 for assistance.
POSITION DESCRIPTION: Provides complex administrative and division level work support to the Executive Director, including coordinating meeting schedules, general research, speech and material preparation. Tracks and assigns incoming correspondence for the Executive Director ensuring deadlines for correspondence return are met. Handles private/confidential correspondence for the Executive Director. Directs inquiries to the appropriate Director for proper handling/response. Tracks correspondence directed to other offices for handling to ensure timely responses are prepared. Composes correspondence on general and/or technical subjects and prepares reports as necessary. Receives all incoming calls to the Executive Director and re-directs inquiries that can be handled by other Department personnel.
Coordinates the Executive Director's electronic mail calendar to ensure attendance at meetings and that no conflicts exist. Arranges various appointments at own discretion. Schedules itineraries and coordinates meetings and teleconferences for the Executive Director. Prepares travel arrangements for meetings and conferences including space, time and place. Prepares reimbursements for travel. Establishes, maintains and coordinates calendar for monthly Board of Director and staff meetings.
Disseminates electronic announcements and other important information to all Turnpike Enterprise employees as requested by the Executive Director. Serves as event coordinator for forums, town hall meetings and executive board meetings held at Turnpike Headquarters. Activities include coordinating room and audiovisual (AV)set up. Serves on committees as appropriate.
Provides general administrative support to other senior executive staff as required and requested. Schedules itineraries, makes all travel arrangements for meetings and prepares reimbursements for travel. Provides on-going interface and communication with legislators regarding Turnpike plans and projects. Coordinates Enterprise interfaces with the congressional and state legislature including receipt of legislative inquiries for information and assistance. Executes legal documents, attesting to the Executive Director's signatures and placing of the Department seal as required. Functions as a notary public for the Turnpike Enterprise.
Serves as timekeeper in the People First System for cost center 935 by preparing, submitting and approving timesheets for and on the Executive Director's behalf. Serves as entry assistant for the Employee Performance Management System for the Executive Director. Ensures all evaluations are processed timely and accurately. Drafts paperwork for proposed personnel actions. Coordinates personnel actions with the Human Resources Office. Serves as delegate in the Florida Department of Transportation (FDOT) tracker system, in tracking and recording the resolution of customer complaints, issues and correspondence received via phone, e-mail or walk-ins. Coordinates training for all employees using the system.
Reviews correspondences, invoices and other documents sent to the Executive Director for authorization and signature to ensure that they are complete, properly prepared and in compliance with appropriate policies and procedures. Compiles and monitors information for budget performance, assembles reports, collects statistics on personnel and program operations, project budget, rate/cash or other figures, recommends the purchase of major items based on comparisons, researches policies and recommends actions.
Maintains office supply inventory, annual inventory for electronic equipment for the Executive Directors office. Maintains the Turnpike Enterprise employee directory. Ensures Turnpike Employee Service awards are distributed to cost center managers in a timely manner. Serves as training coordinator for the Executive Directors office.; Arranges and maintains appointments and meetings creates memoranda, reports, presentations and prepares documents for signature. Retrieves distributes incoming/outgoing mail and deliveries. Update and maintains filing system adhering to Department guidelines as they relate to records management.
Monitors Florida Accounting Information Resource (FLAIR) reports, and approves Visa card charges. Purchases office supplies and equipment. Processes invoices for payments and ensures goods and services are received and acceptable in accordance with Department rules and procedures. Monitors property control of equipment and purchases for unit.
KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of administrative principles and practices; Knowledge of office procedures and practices; Knowledge of the methods of data collection; Knowledge of the principles and techniques of effective communication; Knowledge of Florida Department of Transportation Procedures; Ability to communicate effectively; Ability to prepare correspondence and administrative reports; Skill in Microsoft Office (Word, Excel, Powerpoint, Outlook, OneNote, etc; Ability to maintain an appointment calendar, arrange meetings and travel; Ability to deal with key managers, staff, legislators, public officials and customers in a tactful and courteous manner; Ability to develop and maintain a tracking system; Ability to develop and maintain a document control system, filing and retrieval system; Ability to plan, organize and coordinate work assignments; Ability to work independently; Ability to handle confidential information; Ability to handle multiple tasks; Ability to understand and apply applicable rules, regulations, policies and procedures; Ability to utilize problem-solving techniques; Ability to establish and maintain effective working relationships with others; Skill in collecting evaluating and analyzing data relating to administrative functions such as budgeting, personnel, purchasing or report writing; Skill in written and verbal communication; Ability to manage schedules through effective calendar appointments.
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.
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