ADMINISTRATIVE ASSISTANT II - 55001482

State of Florida; Boca Raton (FL); On-site; USD 52,000 - 65,000; Full time

Benefits offered by this job

Health insurance

Life insurance

Dental and vision

Retirement package

Paid holidays

Vacation and sick leave

Tuition waiver

Job summary

Florida Department of Transportation in Boca Raton, FL is searching for an Administrative Assistant II to support the Director and Deputy Director of Toll Operations. This role manages calendars, travel, training coordination, procurement, and compliance tasks to ensure efficient operations.

The position offers a biweekly salary range of $1,992.22 to $2,500.00, or about $51,797.79 to $65,000 annually, and requires strong administrative skills and professional writing.

Qualifications

• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• The principles and techniques of effective communication.

Responsibilities

• Acts as a liaison/administrative assistant for the Director and Deputy Director of Toll Operations; Maintains and coordinates the Director’s and Deputy Director’s calendar and scheduling.
• Coordinate setup and testing of conference rooms prior to each meeting as needed.
• Ensures that the tolls department staff follows and adheres to Turnpike, Department, and State policies and procedures, especially related to Travel, Training requirements, emergency response, Scheduling and others.
• Reviews correspondence, invoices, and other documents for authorization and signature; coordinates and develops schedules, agendas, meeting minutes and action items for all interdepartmental staff meetings.
• Prepares and distributes reports and correspondence; maintains appointment and meeting schedules; makes all business-related travel arrangements.
• Makes day-to-day decisions pertaining to office administration on behalf of the Director and Deputy Director of Toll operations, Senior Tolls Project Manager and Toll Data Center Director.
• Provides administrative assistance to other operating units within Toll Operations.
• Serves as unit P-Card holder making purchases of office supplies, books, equipment, etc.
• Monitors Florida Accounting Information Resources (FLAIR) reports to ensure transactions are processed within established timeframes.
• Processes invoices for payment, ensures goods and services received are acceptable and that invoices are processed correctly and in a timely manner.
• Performs all P-card functions and responsibilities, including processing and approval of Travel P-Card transactions.
• Assist with compliance requirements, following up with employees and managers making sure tasks are completed and reports are provided in a timely manner.
• Oversees the completion of the unit timesheets to ensure accuracy and timely completion.
• Assists with the different areas in tolls with administrative tasks including updating organizational charts, coordinating meetings, employee recognition events, position recruitment activities, new employee onboarding, monitoring staff certification/licensure requirements and updating of position descriptions.
• Registers staff for conferences, workshops, and training. Arranges necessary payments for instruction, training supplies, or travel.

Skills

administrative principles

office procedures

effective communication

Microsoft Office

data analysis

professional writing

Tools

Microsoft Office

Job description

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The State Personnel System is an E-Verify employer. For more information click on ourE-Verify Website .

Requisition No:883024

Agency: Department of Transportation

Working Title: ADMINISTRATIVE ASSISTANT II - 55001482

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

JOB POSTING DESCRIPTION

981 / OFFICE OF TOLL OPERATIONS

ANTICIPATED VACANCY

OPEN COMPETITIVE

SELECTED EXEMPT SERVICE

CONTACT PERSON: Kathleen Kiefer

HIRING SALARY RANGE: $1,992.22 - $2,500.00/biweekly range / $51,797.79 - $65,000.00 annual range

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.

To ensure honesty and transparency, all applicants must provide their own work.Unless explicitly requested, the use of Artificial Intelligence (AI) tools to assist with qualifying questions, work samples, or interviews is strictly prohibited, and any breach of this requirement will lead to the applicant being removed from consideration.

Candidates must be United States (U.S.) citizens or lawfully authorized alien workers. Visa sponsorship is not available.

Our Mission

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.

Our Vision

As a OneFDOT team, we serve the people of Florida by providing a transportation network that is well planned, supports economic growth, and has the goal of being congestion and fatality free.

The Work You Will Do:

Administrative Assistant II and Office of Toll Operations

This position provides administrative assistance to the Director and Deputy Director of Toll Operations. It supports daily operations by managing schedules, meetings, travel, correspondence, purchasing, compliance tasks, and timesheet oversight. The role also assists staff across Toll Operations with onboarding, training coordination, and other administrative needs to ensure efficient, timely, and compliant operations.

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:

Tolls Data Center

Annual Salary Range:

$51,797.79 - $65,000.00

Your Specific Responsibilities:

Acts as a liaison/administrative assistant for the Director and Deputy Director of Toll Operations; Maintains and coordinates the Director’s and Deputy Director’s calendar and scheduling. Coordinate setup and testing of conference rooms prior to each meeting as needed. Ensures that the tolls department staff follows and adheres to Turnpike, Department, and State policies and procedures, especially related to Travel, Training requirements, emergency response, Scheduling and others.

Reviews correspondence, invoices, and other documents sent directly to the Tolls Department, including Deputy and Director of Tolls Operations for authorization and signature to ensure that they are complete, properly prepared, and in compliance with appropriate policies and procedures. Coordinates and develops the schedules, agendas, meeting minutes and action items for all interdepartmental staff meetings.

Prepares and distributes reports and correspondence; maintains appointment and meeting schedules; makes all business-related travel arrangements; prepares and ensures all travel documentation is properly submitted. Makes day-to-day decisions pertaining to office administration on behalf of the Director and Deputy Director of toll operations, Senior Tolls Project Manager and Tolls Data Center Director. Provides administrative assistance to other operating units within Toll Operations.

Serves as unit P-Card holder making purchases of office supplies, books, equipment, etc. Monitors Florida Accounting Information Resources (FLAIR) reports to ensure transactions are processed within established timeframes. Processes invoices for payment, ensures goods and services received are acceptable and that invoices are processed correctly and in a timely manner. Performs all P-card functions and responsibilities, including processing and approval of Travel P-Card transactions.

Assist with compliance requirements, following up with employees and managers making sure tasks are completed and reports are provided in a timely manner. This includes tasks such as mandatory training, telework agreements, everbridge emergency contact updates, etc. Oversees the completion of the unit timesheets to ensure accuracy and timely completion.

Assist the different areas in tolls with administrative tasks including updating organizational charts, coordinating meetings, employee recognition events, position recruitment activities, new employee onboarding, monitoring staff certification/licensure requirements and updating of position descriptions.

Registers staff for conferences, workshops, and training. Arranges necessary payments for instruction, training supplies, or travel.

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:

• the use of Microsoft Office and other Microsoft computer systems and programs
• creating, reviewing, and updating spreadsheets and performing basic data analyses
• professional writing with the ability to develop responses to customer queries and assist in the development of executive-level presentations and materials

Ability to:

• plan, organize and coordinate work assignments
• communicate effectively orally and in writing
• establish and maintain effective working relationships with others
• interact professionally with members of the public, staff, consultants, partners, and service providers under stressful or difficult situations
• perform detailed fiscal work requiring a high level of accuracy
• maintain strict confidentiality when handling sensitive issues
• work independently

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
• Tuition waiver for public college courses

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 Aff

In accordance with Section 110.112, Florida Statutes, and the Florida Department of Transportation’s Individuals with Disabilities

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 [phone] for assistance.

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.

Location

BOCA RATON, FL, US, 33434

Nearest Major Market: Palm Beach

Nearest Secondary Market: Miami

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.