ADMINISTRATIVE ASSISTANT I - 55003050 Date: Feb 3, 2025 The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce\_operations/human\_resource\_management/for\_job\_applicants/e\_verify) . Requisition No: 845994 Agency: Department of Transportation Working Title: ADMINISTRATIVE ASSISTANT I - 55003050 Pay Plan: Career Service Position Number: 55003050 Salary: $42,632.69 - $49,738.14 Posting Closing Date: 02/19/2025 Total Compensation Estimator Tool (https://compcalculator.myflorida.com/) STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION JOB POSTING DESCRIPTION 102 / Information Technology Services – District 1 OPEN COMPETITIVE CAREER SERVICE CONTACT PERSON: Jeremy Poole CONTACT PHONE NUMBER: (863) 519-2655 CONTACT EMAIL ADDRESS: Jeremy.Poole@dot.state.fl.us Working for the State of Florida is more than a paycheck. 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 • Training opportunities • Employee Assistance Program (EAP) 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! For additional benefit information available to State of Florida employees, go to https://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 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: Performs as Purchasing Agent for Cost Center. Coordinate purchases for all commodities using the Purchasing Card (PCard), MyFloridaMarketplace (MFMP), and Receiving Report & Invoice Transmittals. Coordinate with management and staff to oversee that adequate and appropriate supplies and resources are available. Secure appropriate managerial approval for purchases. Complete and submit Information Resource Requests (IRR) and Purchase Requests (PR) when needed. Process and approve the receipt of goods/services or vendor invoices in a timely and accurate manner. Complete and submit Property Management Reports (PMRs) in order to obtain decals for new equipment if applicable. Create new file folders for equipment requiring decals. Perform administrative functions to support managers and staff in daily office operations, including receptionist and receiving and distributing mail/packages. Coordinate meetings and prepare correspondence as needed. Organize and file documents for easy retrieval. Create databases, spreadsheets and/or documents as appropriate. Destroy documents in accordance with the Retention and Disposal Schedule. Maintains all phone/personnel and emergency contacts lists for Cost Center. Oversees the yearly inventory of all computer items in Cost Center 102. Assures inventory is accurate and completed in a timely manner. Submit Florida Accounting Information Resource (FLAIR) updates to the District Property Insurance Coordinator regarding reassignments of computers. Prepares and processes required paperwork to the Surplus Property Committee monthly for the disposal and surplus of equipment in the custody of Cost Center. Sets up and tracks pick-up arrangements for surplus equipment monthly. Acquire software licenses for the District 1 (D1) Office of Information Technology (OIT) and track them in the software license tracking system. Renew software maintenance yearly or as needed. Create/maintain files for paperwork regarding new software, upgrades and maintenance. Completes and ensures all travel requirements and documentation are completed in a timely manner to ensure efficient travel for all District OIT staff. Prepares and coordinates with Human Resources all personnel and pay related documents for the District OIT Staff. Assist supervisors in the hiring process by printing applications, creating/maintaining a spreadsheet of applicants, scheduling interviews, and submitting hire packages to Central Office. Acts as Unit Training Coordinator for OIT. Coordinates Individual Training Plans for each staff member in OIT. Works with Supervisors to ensure all training plans are submitted. Schedules classes as appropriate. Tracks mandatory classes to assure that all D1 OIT employees are compliant with requirements. Enters all classes into the Department's Training Tracking System. KNOWLEDGE, SKILLS AND ABILITIES: KNOWLEDGE OF THE DEPARTMENT'S POLICIES, PROCEDURES, GUIDELINES, AND PRACTICES RELATING TO PURCHASING, INVOICE PROCESSING, AND PROPERTY MANAGEMENT; SKILLED IN THE USE OF THE PERSONAL COMPUTER; ABILITY TO USE PROCUREMENT APPLICATIONS SUCH AS ARIBA MFMP, INFORMATION RESOURCE REQUEST (IRR) SYSTEM, PURCHASE REQUEST TRACKING SYSTEM OR SIMILAR/COMPARABLE APPLICATIONS FOR THE PURPOSE OF INITIATING AND TRACKING PURCHASES AND PROCUREMENTS; ABILITY TO UNDERSTAND SOFTWARE LICENSING; ABILITY TO USE WORD PROCESSING SOFTWARE AND TO CREATE AND USE DATABASES AND /OR SPREADSHEETS IN MICROSOFT OFFICE PRODUCTS EFFECTIVELY; ABILITY TO USE MAINFRAME APPLICATIONS SUCH AS FLAIR DIRECT AND FLAIR COMPNET; ABILITY TO PLAN AND ORGANIZE TASKS, PROJECTS, TIME, MEETINGS AND KEEP RECORDS; ABILITY TO TRACK AND MONITOR DIFFERENT KINDS OF INFORMATION AND PROJECTS; ABILITY TO PRIORITIZE WORK LOAD; ABILITY TO COLLECT, EVALUATE, AND ANALYZE DATA TO DEVELOP REPORTS AND MAKE RECOMMENDATIONS; ABILITY TO ORGANIZE PAPERWORK AND DOCUMENTS FOR EASY RETRIEVAL; ABILITY TO RESEARCH INFORMATION AND PREPARE CORRESPONDENCE FOR BOTH INTERNAL AND EXTERNAL CUSTOMERS; ABILITY TO WORK WITH INTERNAL AND EXTERNAL CUSTOMERS IN A COURTEOUS AND PROFESSIONAL MANNER; ABILITY TO WORK INDEPENDENTLY; ABILITY TO LIFT 40 POUNDS; ABILITY TO COMMUNICATE EFFECTIVELY IN ENGLISH, BOTH ORALLY AND IN WRITING; ABILITY TO ESTABLISH AND MAINTAIN EFFECTIVE WORKING RELATIONSHIPS; ABILITY TO ADAPT AND KEEP A POSITIVE MENTAL ATTITUDE, THROUGH ALL TYPES OF ISSUES, AND REMAIN FLEXIBLE THROUGH CHANGE. MINIMUM QUALIFICATIONS: An associate 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. Certain service members may be eligible to receive waivers for postsecondary educational requirements. 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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement. Location: BARTOW, FL, US, 33830 Nearest Major Market:Lakeland