SENIOR CLERK - 55008801

Cost Center 590 / Brevard Maintenance
Open Competitive Career Service
Full-time
Contact: Janelle Cummins, 321-634-6075, Janelle.Cummins@dot.state.fl.us
Anticipated bi-weekly hiring salary: $1,607.74

About the role

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. This position will provide comprehensive administrative and financial support by managing front desk operations, communications, and customer service to ensure effective office workflow. It will handle all financial processing activities, including preparing and submitting billing, invoices, payment requests, and related fiscal paperwork in accordance with state regulations. The role will track and monitor budget expenditures, assist with travel and inventory documentation, and ensure accurate financial recordkeeping. Additionally, it will support special committees, assist in emergency recovery efforts, and complete general administrative tasks such as mail distribution, timekeeping, meeting coordination, and document preparation. This position will also use a variety of office systems and software to complete assignments efficiently.

Responsibilities

• Perform front desk receptionist coverage or any other area to promote and enhance the production level of administration overall; including communication/switchboard, security, customer service, information dissemination, administrative reports and other administrative support tasks as identified by the Office Operations Manager.
• Prepares and processes fiscal paperwork for purchase made by Electronic Procurement Requestions, Local Purchase Orders, and Purchasing Card charges in Florida Accounting Information Resources subsystem (FLAIR) according to current directives and procedures.
• Processes invoices/warrants in accordance with provisions and requirements of Section 215.422, F.S.
• Assists with tracking and reporting operating budget expenditures and encumbrances.
• Prepares travel documents and travel reimbursements.
• Provide support in the annual inventory process by locating and scanning assigned property and equipment.
• Prepares personnel actions including, but not limited to, recruitment, selection, classification packages and performance evaluations.
• Works with management and staff to prepare, and research as necessary, personnel paperwork in accordance with department requirements.
• Keeps up to date on the latest Human Resources procedures and policies.
• Disseminates information via various methods i.e., e-mail, flyers, posters, one-on-one briefs or in group settings.
• Coordinates with the District Human Resource (HR) office to assist employees with general human resource issues, Family Medical Leave Act, Worker's Compensation, People First System, and job opportunities.
• Coordinates with supervisors and on-call personnel to create detailed calendar year schedule.
• Creates, posts, and revises on-call schedules, memorandum, etc.
• Requests new On-Call Assignments, submitting related paperwork to District Secretary's office for review and signature then routing to District HR office for processing.
• Acts as Training Coordinator responsible for gathering, organizing, inputting and disseminating training information for/to staff.
• Assists Leadership in the development of staff annual training plan.
• Responsible for maintenance of plans folders and timely update of staff training information.
• Updates and distributes tracking tools for monitoring mandatory and position required training.
• Works with maintenance supervisory staff to arrange inmate training each year.
• Serves on and supports special event committees such as Safety Coordination, Employee Orientation, and Awards and Recognition as needed.
• Assist in Emergency Operation Recovery Efforts.
• Reviews and distributes mail.
• Performs timekeeping duties.
• Performs administrative support duties and responsibilities assisting the staff.
• Creates memorandums, letters, spreadsheets, reports, presentations and schedules consistent with approved formats as needed by staff.
• Maintains and updates SharePoint site as needed.
• Coordinates, schedules, and sets up conferences and meetings for the Office/Section.
• Uses a variety of software applications, databases, and office equipment to accomplish assigned tasks.
• Maintain motor vehicle logs.
• Ensure that appropriate recording keeping of Department of Transportation motor vehicle usage is conducted on a monthly basis.
• Notify and obtain vehicle use information for all vehicles within the cost center on a monthly basis.
• Record operator of vehicle and file any signed gas receipts for each vehicle in the log.
• Update log sheets for each vehicle into keymaster on a monthly basis.

Requirements

• High School Diploma or Certificate of High School Equivalency.

Skills

• Knowledge of office procedures and practices.
• Budget management and/or procurement of goods and services.
• Records and files management.
• Reading, understanding and applying applicable rules, regulations, policies and procedures.
• Using correct spelling, grammar and punctuation.
• Planning, organizing and coordinating work assignments.
• Listening to and understanding the needs of both internal and external customers.
• Independent planning, coordinating, completing and tracking the status of assignments.
• Following oral and written instructions.
• Communicating effectively orally and in writing.
• Establishing and maintaining effective working relationships with others.
• Collecting information/data and reviewing for accuracy and completeness.
• Using office equipment, Microsoft software applications, and databases.

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)

For additional benefit information available to State of Florida employees, visit: https://www.mybenefits.myflorida.com/

Pay

Annual Salary Range: $35,002.16 - $45,296.91

Location

Brevard Maintenance
555 Camp Road
Cocoa, FL 32927