Office Manager

5 days ago

Jacksonville, United States Jacksonville Transportation Authority Full time

Brief Description of Work:


Under the supervision of the Assistant Vice President - Chief Transportation Officer (AVP - CTO), the Office Manager provides high-level and confidential executive support to the AVP - CTO. The position draws upon an extensive knowledge of the Authority and its functions to organize and coordinate the Division's daily administrative operations to maximize office output and efficiency and to support organizational compliance and risk management.


Essential Function(s):


-Data Steward for Amelio Metrics - OPS Scorecard:

  • BUS-08 Early On-Time Performance Adherence (Fixed Route).
  • BUS-09 Off-The-Lot Performance (Fixed Route).
  • BUS-10 1st Revenue Timepoint Adherence.

-Administrator – Policy IQ:

  • Create Transit Operations policies within Policy IQ system.

-Procurement Administration – Fixed Route, Planning, Mobility Services, Strategic Initiatives:

  • Create Sole Source Requests for Purchases.
  • Create Procurement Requests for purchases.
  • Assist Manager with creating Cost estimates.
  • Route for signatures through upper management.

-Operator Uniform Management:

  • Keep track of Operator uniform expenses.
  • Reimbursement of uniform costs outside of the contracted vendor.

-CDL Management:

  • Reimbursement of CDL Costs to Operators.

-Expense Management:

  • Process expenses for management within Fixed Route, Planning, and Mobility Services.

-Gameday Coordination:

  • Process Florida Highway Patrol Costs and payment to officers.

-Digital File Management – Content Central:

  • Ensure all operator paperwork is filed digitally as well as regular file system. Retrieve data and files for other departments.

-iProcurement:

  • Enter requisitions for Fixed Route, Planning, Mobility Services, Readiride and Ferry.

-Calendar Management:

  • Manage and coordinate the SVP, AVP, Director, and Manager calendars as well as assist Mobility Services, Fixed Route, and Strategic Initiatives with scheduling.

-Monthly Operator:

  • Create monthly Operator write-ups to be submitted to the Board. Interview selected candidate.

-Travel Requests:

  • Prepare travel requests for Fixed Route, Planning and all Alternative Services.


  • Other duties as assigned by the AVP / CTO.
  • Records and transcribes dictation of meeting minutes, workshops and other official meetings.
  • Assists in the preparation, assembling and monitoring of the Fixed Route and Transit Planning budgets.
  • Maintains Fixed Route and Transit Planning calendars by scheduling appointments, conferences and keeping apprised of scheduled appointments.
  • Establishes updates and maintains appropriate filing systems and applicable fiscal records.
  • Inventories and orders appropriate office supplies.
  • Communicates with co-workers, management, customers and others in a courteous and professional manner.
  • Conforms with and abides by all regulations, policies, work procedures and instructions.
  • Create and update requisitions.
  • Manage travel arrangements.
  • Submit Amelio training hours to appropriate personnel.
  • Approve water filtration system.
  • Manage calendar and reservation requests for assigned rooms.
  • Assist Executive Assistant - Fixed Routes.
  • Perform other duties as assigned.


Minimum Qualifications:

  • Bachelor’s degree in Business from an accredited college or university.
  • Ten (10) years of experience performing administrative support work for senior management. An equivalent combination of related college level coursework and experience may substitute for the degree requirement.

Preferred Qualifications:

Knowledge of and experience with MS Project with prior project management experience.


Knowledge, Skills and Abilities:

  • Knowledge of recordkeeping requirements to ensure all documents, correspondence, and files comply with current statutory requirements.
  • Knowledge of legal correspondence, ability to review and revise legal documents.
  • Knowledge of project management principles and techniques to manage the progress of a variety of project activities.
  • Understanding of budget processes in the public sector.
  • Strong analytical and research skills.
  • Exceptional business writing skills to develop and edit business communications with proper grammar and sentence structure, ensuring communications are succinct and error-free.
  • Effective communication skills, both orally and in writing, with employees of all levels within an organization and with external customers and stakeholders.
  • Proficient with Microsoft Office Suite, including advanced functions in Microsoft Excel, Word and PowerPoint; Microsoft Project and Teams experience a plus.
  • Ability to communicate tactfully in stressful situations when dealing with individuals holding differing opinions and viewpoints.
  • Ability to understand and maintain the confidentiality of sensitive and confidential information.
  • Ability to make quick decisions under tight deadlines.
  • Ability to prepare a variety of reports, policy statements and correspondence utilizing technical and statistical information.
  • Ability to comprehend and interpret complex information and materials, such as standards, procedures, policies and regulations.
  • Ability to work on multiple functions simultaneously without missing deadlines or compromising excellence.


Work Environment:

The Office Manager is an in-office position requiring collaboration with colleagues and interaction with customers.

Physical demands: keyboarding/typing/using a computer mouse, repetitive motion, and sitting for prolonged periods.

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