Administrative Assistant
Job Description
DIVISON: ADMINISTRATION
CLOSING DATE/TIME: Sat. 09/25/21 11:59 PM Eastern Time
LOCATION: 4305 East 21st Ave Tampa, FL 33605
SALARY RANGE: $20.40-$31.60/HR
POSITION PURPOSE:
Provides professional and confidential office management and administrative duties and activities for the Safety and Security department. Duties may include meeting and greeting potential and existing clients, answering and directing phone calls, and providing general administrative support to multiple departments.
ESSENTIAL JOB FUNCTIONS:
Provides administrative support to department manager and other staff.
Handles customer service calls, e-mail, complaints and commendations.
Generates reports and gathers statistical data as requested.
Creates and maintains forms and spreadsheets to support department functions and track activities and deadlines
Attends and assists staff at public outreaches, trainings, meetings, and interviews.
Records notes or minutes of meetings and/or interviews.
Maintains and controls the department’s files, hard and electric copies, and serves as file manager for the department. Records the archiving of hard and electronic copies of departmental documents kept on off-site.
Completes and monitors purchase requisitions, correspondence and internal request forms.
Identifies and resolves problems in accordance with established procedures and parameters with minimal supervision.
Schedules and coordinates business travel arrangements for the departmental staff members; reviews, assists and prepares travel expense reports and submits to the Finance Department for reimbursement.
Performs administrator functions including, correspondence, memoranda, reports and other material of a highly confidential nature; composes and initiates routine correspondence and memoranda independently to address daily departmental activities.
Receives and routes incoming/outgoing mail to the department.
Schedules and confirms conferences, meetings, travel reservations and appointments for the department.
Provides ongoing assistance and training to the department staff involving the usage of various office machines, tools and equipment.
MARGINAL FUNCTIONS:
Performs other work-related duties as assigned.
REQUIREMENTS:
Education and Experience:
High School graduate or G.E.D. certificate.
1-3 years of progressive experience as a customer service representative or other related administrative work.
Machines, Tools, & 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 perform specific clerical tasks. Some typical responsibilities may include copying, maintaining files, or entering data.
Ability to determine own approach for completing work, given general guidelines.
Interact professionally with HART employees and customers.
Excellent verbal, written and interpersonal skills.
Ability to organize and prioritize work to meet deadlines.
Ability to prepare and edit clear and concise written reports, policies/procedures and production publications.
Ability to work under stress and interruptions.
Ability to interact positively with a variety of personalities internally and externally.
Ability to maintain strict confidentiality.
Analytical/problem solving ability.
Ability to perform calculations with accuracy.
Ability to accurately memorize and retain details.
Ability to meet attendance and punctuality requirements.
Ability to be a flexible, effective team leader/player.
Ability to follow established safety and security procedures. It is the responsibility of all HART employees to provide a safe and secure environment for HART customers, contractors, visitors and fellow co-workers.
Rules, regulations, procedures and functions of the Authority.
Government policies and procedures of Florida.
Personal Computer experience with Microsoft Office suite (Microsoft Word, Access, Excel, and Word) including word processing, spreadsheet, power point, and data entry.
Standard office practices, procedures and equipment.
Physical Demands/Work Environment:
Work is performed in a standard office environment. Incumbent may sometime be located in an outdoor, street, community, or shop environment.
Ability to hear, see, speak, and perceive color, depth and texture.
Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 10 pounds.
May be exposed to potentially intimidating and/or unreceptive members of the public; may occasionally be exposed to extreme noise and physical harm or fumes and airborne particle.
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