14 days old

Project Management Support Specialist

Hillsborough Area Regional Transit Authority
Tampa, Florida 33605
  • Job Type
    Employee
  • Job Status
    Full Time
  • Shift
    1st Shift

DIVISON: Operations
CLOSING DATE/TIME: Sun. 01/12/19 11:59 PM Eastern Time
LOCATION: 1201 East 7th Ave, Tampa, FL 33605
SALARY RANGE: $40,189.58 - $64,303.32
 
 
POSITION PURPOSE:
Hillsborough Transit Authority (HART) is seeking an Administrative Assistant to manage the Project Management Office (PMO)'s administrative tasks. The Administrative Assistant is responsible for managing all administrative tasks and processes in the support of the PMO Director and department team members. This role is viewed as a pivotal one for the PMO team, increasing the capacity of all team members by ensuring that administrative details are handled with minimal direction and intervention, and that potential roadblocks are identified and escalated early. The PMO is looking for an individual who is efficient and comfortable being a member of a team. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. The ideal candidate for this job is resourceful, a good problem solver and organized. Assuring a steady completion of workload in a timely manner is key to success in this position.
 

ESSENTIAL JOB FUNCTIONS:
* Assists PMO Director with various administrative and project related tasks, as required;
* Assists PMO Project Managers on project logistics and departmental related tasks, such as;
o Coordinating meetings, conference rooms, WebEx and conference calls, etc.;
o Meets regularly with the Project Managers to understand the specific needs of each project and to prioritize and determine where assistance is most critical and needed;
o Maintain open and frequent communication with Project Manager(s) to ensure priorities are set and expectations are clear
* Provides administrative assistance to maintain and update the project management framework and disciplines necessary to support the PMO;
* Attends various project meetings, record and transcribe minutes, as required;
o Prepares for and follows up on critical meetings and action items, as required
o Ensures effective tracking and communication of project status and reporting
* Generates memos, emails and reports when appropriate, and record any attended PMO and/or project meetings
* Assists in formulating the PMO SharePoint site to capture/present project-oriented ideas, content and templates;
o Assists in development of PMO templates
* Responsible for managing and controlling PMO document system
o Assists PMO staff members in updating documents and ensuring that the latest version are available for use by the PMO team
o Organizing and maintaining files and records
o Updating online systems (SharePoint) with project/department material
* Manages daily workflow and ensures that deadlines are met and work is completed correctly:
o Coordinates Board & Committee Meeting information/ items from PMO department
o Overseeing the creation and distribution of key project/program level reports for executive level audience
o Lead for Public Record Request for the PMO
* Coordinates PMO staff members' schedules/ activities in response to tasks/ requests from other departments
* Assumes responsibilities for maintenance and ordering of PMO equipment, including IT equipment
* Maintains office supplies by checking inventory and order items.
* Acts as POC for question/ request that relates to the PMO, and escalates to appropriate PMO staff members as needed.
* PMO Travel Coordinator - Be the central point of contact for all travel documentation and requirements for the PMO, to include arranging all travel for PMO and closing out all PMO travel vouchers.
* Manages P-card for PMO needs - Allocate, sign-off on and process reconciliation for p-card monthly statement;
* Back up for mail postage check run when Executive Administrative Assistant is not available (Monday F&A and BOD meetings);
* Provide back-up support for HART receptionist and assume other receptionist duties when needed.

MARGINAL FUNCTIONS:
* Performs other work-related duties as assigned.

REQUIREMENTS:
Education and Experience:
* High school diploma or general education (GED).
* Associates in Business Administration, or related field, preferred.
* Five (5) years of administrative assistant experience.
* Proficiency in MS Office with expertise in Microsoft Outlook, Word, PowerPoint, SharePoint and Excel -- Onsite Testing will be given

Machines, Tools, & Equipment Used:
* 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.

Licenses/Certifications:
* Valid Florida Driver's License or be able to obtain one within in 10 days of hire or moving to the State of Florida.
 

QUALIFICATIONS:
Knowledge, Skills and Abilities:
 Ability to analyze and revise operating practices to improve efficiency
 Detail oriented and comfortable working in a fast-paced office environment
 Organizational
o Develops and uses systems to organize and keep track of information or work progress
o Effective management, with ability to prioritize tasks in a fast paced, changing environment through frequent interruptions and changing deadlines
o Carefully prepares for meetings and travel
o Carefully reviews and checks the accuracy of information in work reports provided by management, project managers or other individuals
 Exceptional Communication
o Ability to clearly convey and receive messages to meet the needs of all, including listening, interpreting and delivering verbal, non-verbal, written and electronic messages
o Impeccable writing and verbal communication skills are a must
o Clearly and concisely, composes/proofreads/edits documents such as letters, memos and email
o Demonstrates correct use of grammar, spelling and punctuation in all produced documents
o Able to relay/redirect complete and accurate messages to appropriate person/department
o Keeps team members informed about progress and/or problems
 Strong interpersonal -- working cooperatively and productively with others to achieve results
o Values contributing to teamwork in order to achieve a common goal
o Promotes cooperation with other departments
o Problem-solving ability
 Adaptability
o Personal willingness and ability to work in, and adapt to change
o Ability to switch to a different strategy when initial effort is unsuccessful
o Ability to step into co-workers tasks, when needed
o Willingness to take on new tasks
 Task and time management and product delivery
o Has a strong sense of urgency about completing work
 Timely product delivery - understanding and meeting the needs of the Director, Project Managers and stakeholders
o Ability to ask clear and concise questions in order to obtain information
o Applies due diligence and sound judgment when responding to requests and dealing with confidential information
o Quickly and effectively solves Director, Project Manager or stakeholder issues
 Supporting multiple managers
Meeting preparation and implementation, must understand;
o Logistics of meeting preparations
 Who needs to attend the meeting
 Preparation of agenda
 Distribution of agenda and supporting material in advance of meeting
 Preparation of handouts and other visual aids
o Summarize all decisions and task
o Communicate tasks to task owners
o Track tasks and follow up if not completed by due date
o Distribution of minutes as soon as possible
o File minutes
o Schedule follow-up meeting if required
 
Physical Demands/Work Environment:
Constant periods of sitting, oral and written communication and listening
Frequent periods of computer usage and walking
Occasional lifting and carrying supplies and equipment weighing up to 10 lbs
Usual office environment
Occasional exposure to noise and fumes
 
 

Requirements

REQUIREMENTS:
Education and Experience:
* High school diploma or general education (GED).
* Associates in Business Administration, or related field, preferred.
* Five (5) years of administrative assistant experience.
* Proficiency in MS Office with expertise in Microsoft Outlook, Word, PowerPoint, SharePoint and Excel -- Onsite Testing will be given

Salary Details

SALARY RANGE: $40,189.58 - $64,303.32

Categories

Posted: 2020-01-06 Expires: 2020-02-05

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Project Management Support Specialist

Hillsborough Area Regional Transit Authority
Tampa, Florida 33605

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