ADMINISTRATIVE SECRETARY - 55003039

About the position

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. 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. As one FDOT 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.

Responsibilities

• Monitors and logs FCO budget and expenditures
• Obtains quotes for equipment, materials and furniture
• Completes FCO related data entry and reporting requirements in accordance with established guidelines
• Processes contract payments within established guidelines and procedures
• Updates and maintains electronic and/or hard copies of as-built plans for District One Facilities
• Maintains detailed and accurate records, logs, correspondence, and other documents related to facilities modifications
• Maintains electronic and hard copies of building inventory changes
• Provides administrative support for the District FCO Coordinator and Building Superintendent
• Drives a department owned vehicle to and from offices within the district to accomplish these duties
• Performs secretarial, clerical, and administrative functions
• Coordinates with and obtains information on contractor performance and provides this information to the Facilities Manager
• Assists with scheduling meetings utilizing Outlook calendar, including reserving meeting rooms as needed
• Operates a variety of standard office equipment such as copiers, scanners, and computers
• Obtains quotes for purchasing items and makes purchases using the Purchasing Card (P-card) and other payment methods
• Processes purchasing card charges in Works according to procedure
• Prepares invoice packages for reconciliation and electronic document storage
• Assists the Facilities Operations Office Manager when required
• Assists the Facilities Maintenance team with various tasks
• Serves as back-up to the full-time Switch-board Operator, Mail Center Clerk and Print Shop

Requirements

• Two years of secretarial or clerical work experience. An associates degree can substitute for the required work experience.
• Knowledge of general office procedures and practices
• Knowledge of techniques for effectively dealing with people
• Knowledge of correct grammar usage
• Knowledge of techniques for effective communication
• Knowledge of business telephone and email etiquette
• Skills in providing customer service
• Skills in determining priority for numerous phone calls
• Skills in use of office equipment
• Skills in using a personal computer (PC) and Microsoft Office Application Programs
• Ability to understand and apply applicable rules, regulations, policies and procedures
• Ability to access, input and retrieve information from a computer database
• Ability to follow instructions
• Ability to establish and maintain effective working relationships with others
• Ability to review data for accuracy and completeness
• Ability to communicate both in writing and verbally
• Ability to maintain an active calendar of events and a follow-up system
• Ability to prioritize and organize workload
• Ability to organize files and records
• Ability to lift up to 50 lbs. and climb a ladder

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)