Administrative Assistant to Breeze Transit Director

Department:

TransitAbout Our Job

Are you an experienced clerical guru with executive exposure? Our Breeze Transit Director is in need an assistant, capable of providing day-to-day high level professional, administrative support and assistance for Transit operations. This crucial role maintains a complete understanding of services provided by the fiscal division for cross training purposes including Accounts Payable and Receivable. This is one (1) of four (4) positions working as a cross functional team to ensure proper separation of duties. You will perform a variety of other functions supporting the management team and day-to-day operations of Breeze. Assignments are of substantial variety and complexity, broad in nature, requiring independent judgment of administrative functions, providing customer service, clerical, secretarial, processing and/or internal financial related duties. The ideal candidate is experienced and can maintain the confidentiality of correspondence, documents, discussions, meetings, and telephone calls. This position starts out paying $23.33/hr up to $25.00/hr (based upon experience) and benefits begin within 60 days of hire. Apply today to begin a lifelong career supporting both the mission and vision of the county and department

Job Description:

About the Position

In this role you will provide administrative support to the Director and other managers, requiring tact, diplomacy and confidentiality. This position coordinates the administrative activities for the Breeze Transit department, as a whole. For a summary of job responsibilities, see below.

Administrative Functions

• Manage workflow of assignments within the department, including items for the director’s review and track deadlines.

• Write and complete routine acknowledgements or responses to inquiries not requiring a supervisor's or manager's attention; draft other correspondence.

• Prepare reports using various data sources and technologies (i.e.: Smartsheet); examining, checking, and verifying reports for completeness and accuracy.

• Coordinate delivery of documents to various county divisions for signature or review. Send official correspondence, including personnel and labor-management documents requiring a high level of discretion.

• Serve as the Director’s customer service contact for the department and office area; assisting walk-in customers and providing information as needed.

• Facilitate and oversee the common areas of the front office. Ensures clean, safe, energy efficient and organized workspace including break, meeting, copier, and storage areas. Coordinates with Transit Facilities Maintenance and General Services as required. Check areas at end of day for general tidiness and organization. Ensure required posted notices are up to date and expired notices are removed.

• Monitor customer service requests assigned by the Director and citizen inquiries to ensure standards of excellence (i.e.: timely follow up, consistent responses and resolutions).

• Represent the position of the department during the development and standardization of County-wide administrative systems and policies; serving on Committees when necessary.

• Assist with planning, organizing and implementing administrative management systems and policies; identifying and solving administrative and management challenges which may hinder effective operation.

• Manage complex calendar, including scheduling and coordinating meetings. Proactively addressing potential and actual calendar conflicts. Communicate with the director about requests, changes, and preferences; executing arrangements for conferences and meetings including space, time, equipment, refreshments, and additional organizational arrangements. For conferences, meetings, etc. that require registration and/or travel, arrange travel and manage travel voucher documentation for the Director, as requested.

• Communicate County policies, procedures and systems to department managers and staff.

• Update and distribute documents including but not limited to department staff organization chart, the Transit master staff contact list, and Transit Administration call tree information.

• In coordination with Communications & Marketing Coordinator and Managers, update FAQs with the Contact Center as necessary for projects or issues.

Department-wide Support

• Records Retention - Filing and maintenance of the Transit Administration files in accordance with the established standards for the office of records retention as it relates to the Sunshine Laws. Act as the department’s Records Management Coordinator and Public Records Request Coordinator, coordinating with other Transit staff on records retention, regular reviews, and maintenance of electronic files.

• eGenda Liaison - Serve as the department eGenda liaison and gatekeeper for the Director on all eBars and eCars. Review and track: Board of County Commissioners Agenda Packages, Board Reports, Board Assignments, eCars, and all correspondence received or assigned to Transit Administration. Support preparations of eGenda and Board presentation materials as needed by the Director.

• Asset/Supply Management - Track all assets within assigned area. Manage inventory and order office supplies as needed. Track budget and expenditures for office operations. Serve as primary liaison for equipment within common areas including meeting room, Department Operation Center (DOC) area, and copier area. Manage service requests related to the equipment maintenance, failure, and repair. Ensure proper supply of paper, toner, and other necessary materials.

• Department-wide Meetings and Events – Assist with preparations for supervisor meetings, all hands meetings, department work days, staff retreats and special events. Manage the internal department calendar of events. Attend meetings in support matters.

• Special Projects - As assigned, assist with projects and participate in project teams.

• Advisory Committee - Execution of logistics for the Citizen’s Advisory Committee for Public Transportation (CACPT) as directed by the Director and/or her designee, the Communications & Marketing Coordinator.

• Employee Recognition - Participate on the STAR Committee.

Finance/Budget/Procurement/Contract Management

• Manage the Director’s office operating budget. Track budget expenditures as assigned.

• Coordinate Department Disaster Preparedness Plan (DDPP) for the Director’s office, in alignment with the departmental lead.

• Contract Management as assigned by Director. Prepare required forms in accordance with Procurement and Clerk’s Office rules and regulations including hospitality forms.

• Coordinate office supply orders for all of Breeze; utilize Purchasing Card or other purchase mechanism to independently and responsibly source and acquire small purchases of goods or services.

• Approve assigned purchase orders for payment, verifying services and/or products.

About the Schedule

Work Hours:

• Full-Time, 40 hours per week.

• Monday - Friday, 8:00 a.m. - 5:00 p.m.

About You

Minimum Qualifications:

• Associates degree from an accredited college or university and Four (4) - Six (6) years of clerical, administrative and computer experience, with some executive exposure.  

• Year-for-year experience may substitute for the college degree.

The ideal candidate has the following: 
Please note that these are not requirements but bonuses to your consideration.

• Skilled task management, Advanced Professional Certification, and executive assistance experience are desirable.

• Knowledge of processes utilized by Sarasota County.

• An ability to work independently and as part of a team.

• Expert in Microsoft products including Word, Excel, Outlook and PowerPoint and other computer operations (i.e.: eGenda/OnBase, GovMax, ONESolution, SmartSheet, and/or ClearPoint).

• Skilled in learning new technology.

Physical Demands: employees in this role must occasionally lift and/or move up to 20 lbs.

About Everything Else

Starting Pay Range: $23.33 up to $25.00/hr, based upon experience.

Employee Type:Regular (Budgeted)

Benefits:

• Enjoy great benefits including Health, Dental, Vision, and Life Insurance, Short-Term and Long-Term Disability, Flexible Spending Accounts, Employee Assistance Program (EAP), Florida Retirement System (FRS) and many, many more 
• For more information about employee benefits, please for additional information.
• Utilize our award-winning wellness program including free gyms and classes at multiple Sarasota County Government locations. 
• Enjoy 11 paid holidays, 3 personal days and 16 paid vacation days in the first year of full-time employment with increasing accrual rates with years of service. (That adds up to a possible 30 days off in your 1st year)

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