Administrative Assistant II-Executive

November 14, 2012 - November 24, 2012
Location:Tampa, FL
Salary Range:The pay range for this non-exempt position is: $17.53 ~ $22.78 ~ $28.04 hourly based on qualifications.
Employment Type:Full Time
Description:HART is currently accepting applications for an Administrative Assistant II in the Executive office. This position provides professional and confidential office management and administrative duties and activities for various departments. Duties may include meeting and greeting potential and existing clients and employees, answering and directing phone calls, and providing general administrative support to multiple departments.
Duties:• Provides administrative support for the Executive Department, which include typing memoranda, correspondence, reports, and other material of a highly confidential nature, composes and initiates routine correspondence and memoranda independently to address daily departmental activities; updating mailing lists, maintaining the office postage meter and machine, receiving and routing mail.
• Supports Executive Office Manager/Clerk of the Board in developing, editing, production and coordination of the monthly Board and Committees packets for HART and THS Boards of Directors.
• Posts and updates meeting notices in advance to ensure compliance with APA. Updates meeting notices, board packets, resolutions, motions, minutes, and attendance log on the website and binders. Updates Board Access File.
• Serves as a back up to Executive Office Manager/Clerk of the Board: attends and records actions of the Board; keeps Board records; prepares meeting minutes.
• Coordinates, plans, schedules, prepares and participates in meetings, conferences, and other HART related activities.
• Prepares requisitions and monitors receipts and inventory of equipment and office supplies, monitors and requests equipment repairs as needed.
• Provides administrative functions which include filing, updating mailing lists.
• Schedules and prepares conference rooms for meetings as well as staff cars for travel.
• Maintains the office postage meter and machine; receives and routes mail.
• Represents HART to the public on the telephone and in person; oversees voice mail; monitors staff for the convenience of visitors and telephone inquiries.
• Attends various meetings and conference calls, reviews and prepares meeting agendas and processing of minutes, drafts and prepares correspondence needs of Director, tracks incoming and outgoing correspondence.
• 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.
• Prepare and coordinate archive storage of all necessary departmental records. Log and distribute all incoming mail for departmental staff; receive and route outgoing mail from the department.
• Serves as liaison for the communication of information to other staff, HART departments, and external agencies
• Provides ongoing assistance and training to the department staff involving the usage of various machines, tools and equipment.
• Creates forms in word processing software for staff use.
• Schedules preventative maintenance and repairs for office machines.
• Inventories and orders supplies for department when necessary.
• Organizes and expedites work flow through department on work deadlines and requirements to ensure meeting of deadlines.
• Performs other work-related duties as assigned.
Qualifications:• Five years of progressive experience as a customer service representative or other related administrative work.
• Proficient with all Windows products.
• High School graduate or G.E.D. certificate.
• Valid Florida Driver’s License
• 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.

All positions @ HART include a great benefits package including participation in the Florida Retirement System (FRS). Preference is given to eligible veterans, and spouses of eligible veterans, with proper documentation. Drug Free, Safe Workplace & EOE.

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