Board Administrator

DIVISON: Executive
CLOSING DATE/TIME: Tues. 08/20/19 11:59 PM Eastern Time
LOCATION: 1201 E. 7th Ave Tampa, FL 33605

SALARY RANGE:
Minimum: $53,857.87
Mid: $70,015.24
Maximum: $86,172.60

ESSENTIAL JOB FUNCTIONS:

* Serves as the main back up to the Chief of Policy and Performance in developing, editing, producing, and coordinating the monthly Board and Committees packets for HART and THS Boards of Directors. Attends and records actions of the Board; keeps Board records; prepares meeting minutes. Prepares and maintains Board meeting calendar. Coordinates upcoming Board and Committee meetings; accounts for status and follow-up for all actions, requests and directions of the Board.
* Provides executive-level support for the Executive Office and CEO, which includes preparing correspondence, memoranda, reports and other material of a highly confidential nature, including correspondence to and from Board members; composes and initiates routine correspondence and memoranda independently to address daily departmental activities. Monitors outgoing correspondence for consistency with agency policy.
* Develops, coordinates, manages and implements projects, and special projects as assigned and directed by the Chief of Policy and Performance and/or Chief Executive Officer.
* Exercises problem solving and analytical abilities in a robust information technology production environment to include network database platforms and application software to create, modify, analyze and publish reports for Executive and Senior Staff in various Authority network and application environments.
* Creates and maintains forms and spreadsheets to support, track and analyze department functions, activities, and deadlines
* Serves as project manager or team member to a variety of subject matter expertise organizational projects or stretch assignments emanating from the Portfolio Steering Committee (PSC) Project Management Office (PMO) to implement strategic and organizational goals.
* Completes and monitors purchase requisitions, correspondence and internal request forms.
* Identifies and resolves problems in accordance with established procedures and parameters with minimal supervision.

COMPREHENSIVE FUNCTIONS:
* Manages and coordinates calendars, mail, events, presentations, screen sharing, teleconferences, and company-wide functions on behalf of the Chief of Policy and Performance including scheduling and attending meetings. Manages scheduling of multiple meetings for all functions. Manages business travel arrangements for the Executive Division; reviews and prepares travel expenses for reporting, reimbursement, and reconciliation..
* Supports development of annual division and department budgets. Reviews, approves, and tracks departmental and division expenditures to ensure budgetary and policy guideline compliance; conducts fiscal and administrative analyses for associated departments. .
* Oversees contracts, approves requisitions and invoices, and processes payments for various supplies including toners, multi-function devices, postage machine, and parking for employees (COT).
* Develops, coordinates, manages and implements projects, and special projects as assigned and directed by the Chief of Policy and Performance and/or Chief Executive Officer.
* Serves as Public Records Liaison for HART public records program.
* Represents the Chief of Policy and Performance at internal and external meetings as assigned.

MARGINAL FUNCTIONS

* Represents HART to the public on the telephone and in person; oversees voice mail.
* Performs other work-related duties as assigned.

REQUIREMENTS:
Education and Experience:

* Bachelor's Degree in related field, such as business administration, public administration or management, or two (2) years of related field experience for each year of college requirement.
* Five (5) years of progressive related field experience required, in a public sector management, business administration, public administration, or management preferred.
* Ability to work in collaboration with management while implementing projects.
* Exceptional PC skills working with Microsoft Project, Word, Excel, Power Point, Visio, Publisher, the Internet and Adobe. Excellent verbal and written skills.
* Presentation and facilitation skills are preferred.

Machines, Tools and Equipment Used:
* Ability to operate small office equipment, including copy machines or multi-line telephone systems, as well as a computer for both data entry, word processing, and/or accounting purposes.

Licenses/Certifications:
* Valid Florida Driver's License or be able to obtain one within in 10 days of hire or moving to the State of Florida.

QUALIFICATIONS:

Knowledge, Skills and Abilities:

* Ability to work in a dynamic environment that requires the incumbent to be sensitive to change and responsive to changing goals, priorities, and needs.
* Ability to oversee and manage work involving multiple units and work regularly with other departments to successfully meet the goals and objectives of our organization.
* Ability to follow directives, work independently with minimal supervision, exercise sound judgment, oversee project activities and achieve program objectives.
* Ability to work in a timely fashion on multiple concurrent tasks with frequent interruptions.
* Ability to determine own approach for completing work, given general guidelines.
* Must possess strong analytic, organizational, and communication skills
* Ability to organize and prioritize work and to meet deadlines.
* Ability to work independently on complex projects.
* Ability to establish and implement new procedures.
* Ability to train and delegate objectives to subordinates.
* Ability to work in a responsive environment where co-workers or citizens present problems for resolution; responsible for determining the problem and creating an individual solution for the issue.
* Ability to set and execute departmental goals and objectives.
* Ability to maintain strict confidentiality.
* Ability to be a flexible, effective team leader/player.
* Ability to form strong relationships and communicate with a variety of internal and external resources is critical.
* Excellent verbal, written and interpersonal skills.
* Ability to prepare and edit clear and concise written reports and policies/procedures.
* Ability to follow departmental goals and objectives.
* Ability to accurately memorize and retain details
* Ability to perform calculations with accuracy.

Knowledge of:
* Principles of project management; principles and practices of business and public administration.
* Research, analytical, and data collection techniques.
* Principles and practices of management, supervision, and training.
* Rules, regulations, procedures and functions of the Authority.
* Governmental organization, programs and policies.
* State of Florida laws regulating elected officials, including but not limited to Sunshine laws, ethics and conflicts of interests.
* Database and word processing software.
* HART strategic goals.
* Standard office practices, procedures and equipment.

Physical Demands/Work Environment:
* Constant periods of sitting, oral and written communication and listening.
* Frequent periods of computer usage and walking.
* Occasional lifting and carrying supplies and equipment weighing up to 10 lbs.
* Usual office environment.
* Occasional exposure to noise and fumes.

Job Type: Full-time

Experience:

  • progressive related field: 5 years (Preferred)

Education:

  • Bachelor's (Preferred)

Work Location:

  • One location

Benefits:

  • Health insurance
  • Dental insurance
  • Vision insurance
  • Retirement plan
  • Paid time off
  • Tuition reimbursement