Office Manager - Jacksonville Transportation Authority : Job Details

Brief Description of Work:

Under the supervision of the Director-Facilities Maintenance & Transit Amenities this position performs administrative and analytical support for the Facilities and planning teams; while utilizing organizational, leadership and communication skills effectively to ensure success within a deadline intensive environment.

Essential Function(s):

Supports the Director-Facilities Maintenance & Transit Amenities and other members of the Department.

Prepares or assists in preparing periodic reports of project status and actual expenditures, to ensure continued capital funding

Provides input for the establishment and revision of budgets for capital projects; reviews and justifies budget variances, and recommends systems and process improvements to project management.

Coordinates with Department's leadership to review budget variances; recommends systems and process improvements, and prepares project revisions to secure additional funding.

Reviews contracts for adequacy and completeness of project and quality control requirements; and ensures that quality control language and warranty provisions are included in contract specifications.

Maintains and monitors professional and technical services contracts and billings for consultants, contractors and vendors. In coordination with Department's leadership, tracks project schedules and budgets.

In coordination with Department's Program Managers, provides monthly project status reports.

Maintains the annual work plan goals and objectives list and assists in mid and end of year reporting.

Assist with the development of correspondence, articles, reports, manuals, and other materials on general or technical subjects; proofreads and edits office correspondence and other typed material for correct grammar, accuracy and completeness

Maintains supervisor's calendar by scheduling appointments and conferences with or without prior clearance and keeping supervisor apprised of scheduled appointments and meetings.

Makes travel arrangements and coordinates logistical details for meetings.

Prepares, assembles, and processes documents and related materials for appropriate disposition; monitors submission deadlines and time frames to ensure timely action and completion.

Prepares board presentations and memos as directed.

Coordinates the preparation, processing, and monitoring of professional services agreements, contracts, Purchase Orders, and Requests for Proposal.

Assist with project management.

Lead project scheduling and baselines, and communicate changes and track progress.

Coordinates data and information and prepares internal and external reports from various departments.

Create and maintain comprehensive project documentation

Establishes, maintains and updates filing systems; may maintain fiscal and contract records.

Handles and maintains division's records and information of a sensitive nature.

May record and transcribe dictation of official minutes, correspondence, legal documents and reports for agency administrative and division's public meetings.

Serves as software program administrator for division's specific software programs.

Maintains control records on incoming correspondence and requests for information and follows up on work in process.

Provides guidance on organization procedures and practices.

Perform other duties as assigned.

Minimum Qualifications:

A minimum of an Associate's degree in business or related field required. An equivalent combination of related college level coursework and experience may substitute for a degree. Five years of experience providing administrative and executive level support. Prior project management experience. Strong analytical and problem solving skills. Other combinations of experience and education may be substituted.

Preferred Qualifications:

Bachelor's degree. Knowledge of and experience with MS Project preferred. Related experience in the transportation industry.

Knowledge, Skills and Abilities:

Actively demonstrate JTA's Elements of a Leader, including being engaged, courageous, a good communicator, empathetic, a critical thinker, a team player, a strategic thinker, customer-focused, a change agent/innovative, inspirational/high energy, accountable, and having integrity.

Maintains supervisor's calendar by scheduling appointments and conferences with or without prior clearance and keeping supervisor apprised of scheduled appointments and meetings.

Makes travel arrangements and coordinates logistical details for meetings.

Prepares, assembles, and processes documents and related materials for appropriate disposition; monitors submission deadlines and time frames to ensure timely action and completion.

Prepares board presentations and memos as directed.

Coordinates the preparation, processing, and monitoring of professional services agreements, contracts, Purchase Orders, and Requests for Proposal.

Assist with project management.

Lead project scheduling and baselines, and communicate changes and track progress.

Coordinates data and information and prepares internal and external reports from various departments.

Create and maintain comprehensive project documentation

Establishes, maintains and updates filing systems; may maintain fiscal and contract records.

Handles and maintains division's records and information of a sensitive nature.

May record and transcribe dictation of official minutes, correspondence, legal documents and reports for agency administrative and division's public meetings.

Serves as software program administrator for division's specific software programs.

Maintains control records on incoming correspondence and requests for information and follows up on work in process.

Provides guidance on organization procedures and practices.

Work Environment/Physical Demands:

Office Manager is an in-office position requiring collaboration with colleagues and interaction with stakeholders. The incumbent may be required to work extended hours, including nights, weekends, and holidays, to respond to emergencies or to meet operational needs. Physical demands may include: keyboarding/typing/using a computer mouse, repetitive motion, and sitting for prolonged periods.