Administrative Assistant II

Role Overview

• Supervise the Traffic Operations and District Safety clerical functions and is responsible for coordinating and ensuring work is completed accurately, timely and satisfactorily.
• Responsible for motivating subordinates to produce quality results.
• Serves as the Time Administrator and Requisition Manager for the Traffic Operations and District Safety Office.
• Oversees the process of acquiring goods/services with the State's purchasing credit card and E-Procurement per Department policies and procedures for Traffic Operations and District Safety, and assists with the Transportation Management Center (TMC)/Regional Transportation Management Center (RTMC).
• Monitor deliveries, approve and process vendor invoices and maintain records to ensure the passing of Financial/Procurement Services audits.
• Responsible for travel authorizations and reimbursements for Traffic Operations and District Safety following the Department's policies and procedures.
• Review incoming correspondence, determine appropriate action to be taken and distribute accordingly; route to the District Traffic Operations Engineer (DTOE) or District Safety Administrator, or the appropriate delegate in the absence of the DTOE or District Safety Administrator.
• Investigate subject matter and prepare responses when appropriate.
• Maintain Outlook calendar of meetings and appointments for the DTOE.
• In the absence of the DTOE, review email and ensure that issues are handled by the most appropriate person.
• Maintains the manual and electronic Intersection File Inventory.
• Assist the DTOE and District Safety Administrator in matters pertaining to budget development and administration.
• Monitors the budget monthly and keep the DTOE up to date.
• Assist the DTOE in development of budget request every year for TMC/RTMC and Traffic Operations.
• Assist the District Safety Administrator in development of budget request every year for District Safety.
• Assist the DTOE and District Safety Administrator with personnel matters relating to new hires, reclassifications, transfers, promotions, organizational changes, disciplinary actions relating to complaints and grievances, pay actions and request for advertisements through People First for the Traffic Operations and District Safety Office following proper procedures.
• Maintains the information needed on current statutes, rules, regulations, policies and procedures and programs and processes routine matters within the established policies.
• Responsible for assuring that all Traffic Operations and District Safety personnel are informed of the procedure and policy changes.

Requirements

• Administrative or clerical experience can substitute on a year-for-year basis for the required college education.
• An associate's degree from an accredited college or university and one year of administrative experience.
• Skills in using a personal computer and office applications including Word, Excel, Internet, Outlook, and the department’s mainframe database.
• Department’s purchasing procedures and processes, including purchasing card procedures.
• Preparing and processing travel requests, authorizations, and reimbursement forms.
• Maintaining personnel files.
• Routing incoming telephone calls to the most appropriate parties.
• Maintaining courtesy with irate or obstinate callers.
• Receiving and routing incoming mail to appropriate parties and maintaining a correspondence control system.
• Both written and oral communication.

Benefits

• 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
• A variety of training opportunities
• Employee Assistance Program (EAP)