Operations Coordinator for Breeze Transit
2 months ago
This is a challenging and rewarding opportunity to join the team at Sarasota County as an Administrative Support Specialist. In this role, you will provide high-level administrative support to the Transit Director and other managers, requiring tact, diplomacy, and confidentiality.
Key Responsibilities- 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. Ensure clean, safe, energy-efficient, and organized workspace including break, meeting, copier, and storage areas. Coordinate 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.
Work Hours:
- Full-Time, 40 hours per week.
- Monday - Friday, 8:00 a.m. - 5:00 p.m.
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Bee Ridge, Florida, United States Sarasota County Full timeAbout the JobWe are seeking a highly skilled and experienced Administrative Assistant to join our team at Breeze Transit. As a key member of our operations team, you will provide high-level administrative support to our Director and other managers, requiring tact, diplomacy, and confidentiality.Key ResponsibilitiesManage workflow of assignments within the...
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