ADMINISTRATIVE ASSISTANT II - 55006688

State of Florida•Davie, FL

About The Position

This position will oversee the administrative functions of the District 4 Materials and Research office including budget, human resources, correspondence, training and purchasing. 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. 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.

Requirements

Knowledge of administrative principles and practices.
Knowledge of office procedures and practices.
Knowledge of 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.
Skills in written and verbal communication.
Skills in reading, interpreting, communicating applicable rules, regulations, policies and procedures.
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 handle confidential information.
Ability to plan, organize and coordinate work assignments.
Ability to communicate effectively.
Ability to establish and maintain effective working relationships with others.

Responsibilities

Supervises employees spending the majority of time communicating with, motivating, training, evaluating, planning and directing work of employees.
Manages the overall administrative functions of the office.
Plans, coordinates, and organizes work assignments and projects.
Coordinates/assists with personnel actions including, but not limited to, hiring packages and performance evaluations.
Maintains confidentiality on all issues.
Stays up to date with the latest changes in rules, procedures, and processes related to: Human Resources, Purchasing, Travel, etc.
Maintains 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 purchasing card charges in Florida Accounting Information Resource subsystem (FLAIR) according to procedure.
Assists the Manager in monitoring and administering the Office budget for purchases and or rate management.
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 Office/Section.
Provides direction on personnel rules, travel requests/reimbursements, and other department policies, procedures.
Reviews records and reports which require action and recommends solutions or courses of action.
Performs special assignments, research, and report preparation.
Proofreads reports and correspondences for staff.