Senior Administrative Assistant - Maintenance and Traffic; MOT

Under the direction of the MOT Administrative Supervisor, the Senior Administrative Assistant provides advanced administrative, analytical, and customer service support to the Maintenance of Traffic (MOT) operations within the Transportation and Mobility Department. The role performs complex tasks related to application intake, document verification, approval workflows, and coordination with internal divisions, contractors, applicants, and project managers.

Employees are required to exercise extensive initiative and independent judgment, and to work effectively with the public, City officials and others. Employees must also apply specialized and/or technical knowledge and experience through the interpretation and completion of administrative assignments of unusual difficulty in accordance with City and departmental rules, regulations, procedures and ordinances.

This position requires strong initiative, specialized knowledge of temporary traffic control standards, and the ability to assist in improving operational efficiency and process flow.

This is a classified position covered by the Personnel Rules.

This is a Management Category IV position which includes five (5) additional Management Vacation Days and a Vehicle Allowance of $120/month.

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position.

• Intake, review, and verification of Maintenance of Traffic (MOT) applications and required documentation.
• Review, process, and approve partial and shoulder closures; publish approved closures and updates to GIS systems.
• Serve as the primary point of contact for applicants, contractors, project managers, and internal divisions submitting MOT plans.
• Coordinate MOT-related needs for City projects and special events; provide guidance to ensure compliance with City standards.
• Research and investigate matters related to MOT operations, permitting compliance, submitted documentation, and related City needs.
• Complete and support public records requests, including gathering documents, reviewing records, ensuring compliance with Chapter 119 Florida Statutes, and coordinating responses with the City Clerk’s Office.
• Provide customer service via telephone and email, assisting neighbors, contractors, project managers, and internal staff with MOT requirements, corrections, processing steps, and general inquiries.
• Generate, analyze, and report operational data regarding MOT activities, project status, workload trends, and workflow efficiency.
• Develop, refine, and implement work methods, templates, approval tools, and internal workflow improvements.
• Compose professional correspondence, interpret administrative policies, and provide procedural guidance to staff and stakeholders.
• Provide technical assistance regarding corrections needed for approval and use of City software platforms, including Accela.
• Utilize advanced proficiency in office and software tools to perform a wide variety of administrative, analytical, and customer service functions.
• Perform related duties as assigned.