Job details
Salary $39,751 a year
Job TypeFull-time
Full Job Description
Department: Finance and Accounting
Reports to: SVP, Chief Financial Officer
Salary: $39,750.56
Summary
Maintain schedule for Senior VP and other staff as assigned and transmit directives on their behalf. Provide administrative support services for the office/department/division and executive staff as needed. Assist in planning and administering agency activities and events. Attend meetings and prepare and/or transcribe minutes from meetings as directed. Assist with preparations for special projects by collecting and analyzing information, preparing documents, etc. Answer and route incoming telephone calls. Attend meetings and represent supervisor at meetings, as needed. Maintain records of special projects and programs, and confidential files and records. Develop draft process and procedures and manage special administrative projects as directed.
Essential Job Functions
- Screen calls and messages for supervisor, respond to inquiries, compose and initiate correspondence, and provide executive level administrative support for Senior VP and his/her office.
- Answer incoming calls and respond to callers or route call to appropriate person
- Return telephone calls, respond to correspondence and faxes in accordance with instructions or established procedures
- Communicate with business associates and others regarding Authority business matters and arrange meetings and conferences as directed
- Attend regular meetings as requested and properly record and document decisions and outcomes for self-directed follow-up
- Transcribe and maintain minutes from meetings, workshops and other events
- Maintain confidential files, records and other information
- Process purchase requisitions in accordance with established procedures
- Attend community and other meetings as a representative of the Authority or Department
- Prepare and coordinate the distribution of Board materials and other data for meetings
- Maintain schedule for supervisor and designated staff, including receiving invitations, sending appropriate responses, and designating type, time and place of events
- Screen mail and calls for supervisor and designated staff, respond to routine matters, prioritize items and provide information to supervisor and other designated persons as directed
- Collect departmental data and publish reports and information as requested
- Develop draft process and procedures and manage special administrative projects as needed
- Maintain file system for departmental operations as requested, ensuring information is organized in a manner consistent with policy and maintained
- Prepare and maintain digital files in accordance with the Authority’s document imaging system and format
- Search records and provide information to staff as needed
- Assist in the preparation of confidential and public documents for use in communicating project information and departmental objectives both internally and externally as directed
- Prepare time records and enter data as directed into the ADP time management system
- Maintain sign up logs of meeting rooms and coordinate with others to ensure availability for events and meetings
- Order and maintain an inventory of office materials and supplies
- Operate, maintain supplies, and coordinate repair needs as necessary to ensure office equipment remains available for use by office personnel
- Assist in budget preparation
- Assemble and submit monthly financial reports for Board meeting
- Conduct web research to obtain information for report presentation for Senior VP/CFO
- Prepare trend and analysis charts for all properties for Board Presentations
- Maintain documents to ensure Related Entities corporate information is up-to-date
- Serve as Document Imaging/Record Retention Coordinator for Finance & Accounting.
- Prepare non-profit board marketing packets
Minimum Qualifications
- Requires an Associate’s degree in Business Management, Accounting, Finance or related field.
- Requires six (6) years of progressively responsible experience in supporting an executive position, office management, accounting, bookkeeping; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.
- Valid Florida Driver’s License Insurable under the agency’s insurance policy
This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification established by THA. All incumbents may not perform all of the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.
