Administrative Specialist II

Salary Range: $45,952.63 - $90,526.69

Scope & Purpose:

The position performs a variety of advanced administrative secretarial duties and courier tasks, including receptionist back up, mail distribution, deliveries, maintenance of file systems, logs and records; and typing, and compiling information to assist in the efficient accomplishment of support activities in the receptionist/courier areas along with the Executive Department. This position supports the Chief External Affairs Officer, the VP of Government Affairs and the Director of Communications.

Essential Functions & Duties:

• Responsible for office functions within the external affairs department to include scheduling meetings, maintain and update executives’ daily calendar, managing incoming and outgoing phone calls, drafting correspondence, creating spreadsheets and presentations, preparation of expense reports, mailing or overnighting letters/packages, establishing and maintaining electronic and paper files, copying, faxing, assist with setting up conference room(s) for meetings, ordering food for meetings, preparing coffee for meetings, preparing welcome slides for guest, . 
• Serve as backup, providing administrative support to the President and CEO in the absence of the CEO’s Executive Assistant. 
• Primary back up to receptionist. Answers multi-line phone system and transfers calls to appropriate person after announcing call. Greets and registers all PTB guests and walk-ins from the public, administers access badges, maintains reception area in an orderly manner. Must be able to coordinate leave time with current Receptionist to always ensure coverage for the front desk.
• Manage complex travel arrangements for the team including but not limited to travel, hotel accommodations, car reservations and meeting planning.
• Manage work in a confidential manner; ensuring information is shared with internal and external individuals in an appropriate manner.
• Foster positive relationships while interacting with staff and various levels of management both internally and externally to provide or gather information often of a sensitive and timely nature.
• Build strong relationships within the Port’s management team to ensure efficient and effective collaboration fostering an atmosphere of engagement, as well as with administrative assistants of other departments to ensure a high performance, customer service-oriented work environment.
• May serve as the backup to PTB courier and is responsible for any external deliveries (approved by External Affairs team as to the scheduling) including deliveries to Commissioners and the daily bank deposit. Backup courier responsibilities include processing and sorting mail; meter stamping for outbound delivery; ordering postage and supplies; logging reports, etc.; scheduling maintenance of mail machine and scale. Sorts and delivers daily interoffice mail including to/from SOC and Facilities Management departments.
• Perform other duties as assigned.

Essential Knowledge, Skills, & Abilities:

• Knowledge of general office practices and procedures. 
• Knowledge of policies, procedures, precedents, regulations, executive orders, and rules of assigned department or agency.
• Knowledge of executive administration, such as word processing, managing files and records, transcription, designing forms and other related procedures.
• Knowledge of English grammar, punctuation and spelling. 
• Ability to maintain files and records. 
• Ability to follow oral and written instructions. 
• Ability to prioritize work. 
• Ability to perform clerical duties such as filing, answering the phone, and compiling figures for routine reports. 
• Ability to use general office equipment and to perform basic operations on data processing equipment. 
• Ability to type; experienced with MS Word and Excel software.
• Ability to use a computer and related software.
• Must possess great organizational and time management skills.
• Must possess honesty, integrity and sound professional judgment.
• Demonstrated management skills with the ability to multi-task, the flexibility to adapt to frequent changes and to work outside of normal working hours if needed. 
• Ability to interact effectively, confidently and professionally with PTB officials and employees, other government officials, PTB tenants and the general public.   
• Ability to work under pressure and handle multiple priorities of extremely sensitive issues and complex situations.  
• Ability to protect highly confidential information.
• Excellent interpersonal and customer service skills.
• Ability to function as a proven team player.
• Extensive knowledge in providing administrative support to executives.

Minimum Training & Experience Requirements:

Graduation from high school or possession of a GED Certificate; and

• 5+ years of clerical/administrative assistant experience;
• Or any equivalent combination of education, training and experience that would reasonably be expected to provide the job-related competencies listed above.

Special Requirements:

• Incumbent must possess a current and valid Florida Motor Vehicle Operator’s License or capable of obtaining one within thirty days from the date of hire.
• Must successfully pass a seaport security background check and compliance for a Transportation Worker Identification Credential (TWIC).

Work Environment:

Work is performed primarily indoors though the employee will be required to go out of the office on errands or special projects. Employee will be in contact with chemicals (i.e., toner for copier and facsimile machines), and materials (i.e. paper) normally found at offices. Employee will also be exposed to minimal noise and vibration.

Physical Demands:

• While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands to finger, handle or feel objects, tools or controls. 
• The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. Frequent computer use.
• The employee must occasionally lift and/or move objects up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision and the ability to adjust focus. 

Position Type/Expected Hours of Work:

This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5 p.m. Occasional evening and weekend work may be required as job duties demand.