Executive Assistant

Recruitment #1901-EXASEAGU99-001

Introduction

The Tampa Hillsborough Expressway Authority (THEA) is a transportation agency of the State of Florida and owns, operates, and maintains the Lee Roy Selmon Expressway, Brandon Parkway, Meridian Avenue and the Selmon Greenway. Our mission is to provide safe, reliable, and financially-sustainable transportation services to the Tampa Bay region.

THEA is an enterprise agency where service to our customers and community is valued. THEA reinvests 100% of our toll revenues back into our community, providing our region with needed transportation choices.

The Tampa Bay region boasts an enviable quality of life with year round sunshine, a unique cultural heritage and a diverse business climate. For both individuals and companies alike, Tampa Bay offers accessibility, affordability and opportunity.

THEA is looking for new members to join its team who are aligned with our core values of commitment to stellar customer service; emphasis on safety and service in our roadway operations and to our customers and community and embracing diversity, transparency, and accountability.

JOB OVERVIEW

Serves as the assistant to the Chief Executive Officer (“CEO”) and is responsible for the daily operations of the office of the CEO. This position serves as the record custodian for all Board related activities, including meeting agendas and minutes, board resolutions, and other official records, as may be required.

MINIMUM QUALIFICATIONS

A Bachelor’s degree from an accredited college or university; and

Two years of administrative experience.

Or

An Associate’s degree from an accredited college or university; and

Four years of administrative experience.

JOB SPECIFIC COMPETENCIES

  • 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 the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar
  • Knowledge of principles and processes for providing customer service, such as assessing customer needs, meeting quality standards for service, and evaluating customer satisfaction
  • Knowledge of the access, storage, destruction and release of restricted, sensitive and confidential information, and applicable guidelines
  • Skill in communication and effective writing
  • Skill in managing one’s own time and the time of others
  • Skill in using logic and reasoning to identify complex problems and evaluate and implement alternative solutions, conclusions or approaches
  • Ability to use discretion and independent judgment in evaluating information
  • Ability to transcribe documents and information from different sources
  • Ability to serve the public and represent the agency head with courtesy and professionalism
  • Ability to effectively lead or supervise lower level administrative and clerical staff
  • Ability to drive a vehicle

REPRESENTATIVE DUTIES

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.

  • Performs a variety of administrative and executive support tasks that are highly confidential and sensitive.
  • Coordinates and facilitates the CEO’s calendar to arrange appointments, meetings and conferences with constant awareness of daily schedule.
  • Makes travel arrangements and prepares itineraries.
  • Prepares agendas and collects materials for meetings, speeches, and conferences.
  • Researches, compiles, assimilates and prepares confidential and sensitive documents, and briefs the CEO or staff regarding content.
  • Assists and advises the CEO on matters relating to the formulation and implementation of broad policies and program objectives.
  • Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the appropriate department.
  • Receives and screens incoming calls and visitors, determines which are priority matters and alerts the CEO or appropriate department accordingly.
  • Monitors and coordinates administrative services and office functions.
  • Composes letters and memoranda in response to inquiries.
  • Investigates and defines problems, conducts research, formulates and proposes courses of action.
  • Assists in the coordination and implementation of major administrative programs.
  • Acts as liaison between the CEO and subordinates or others, by transmitting directives, instructions, assignments, and following up on the status of assignments.
  • Manages the Board meeting process, including preparing agendas, coordination of Board members’ individual meetings with staff, advertising meetings, taking minutes and keeping records of all committee and Board meeting proceedings.
  • Reviews, proofreads and edits documents prepared for signature of CEO and Board members.
  • Produces a variety of documents, charts, and graphs in final form.
  • Compiles and maintains records, statistical information and reports.
  • Maintains sensitive and confidential information and assists in preparation of annual budgets.
  • Interacts with Board of Directors, executive staff, and public requiring poise, professionalism and understanding of the Authority’s activities.
  • Serves as supervisor and back up to the Authority’s receptionist/administrative specialist.
  • Performs related work as assigned. 
     

This classification description is not intended to be, nor should it be construed as an all inclusive list of the duties associated with a particular position. Management may require incumbents to perform job duties other than those contained in this document at any time.

Conclusion

VETERANS' PREFERENCE: The Civil Service Board and its client agencies value the service veterans and their family members have given to our country and support the hiring of returning service members and military spouses. Therefore, special consideration and priority in appointment will be given to veteran preference-eligible applicants (as described in Section 295.07, F.S.) throughout each step of the selection process.  Applicants currently serving in active duty are not eligible for veterans' preference. A veteran is defined as a person who served in the active military, naval, or air service and was discharged or released under honorable conditions (or who later received an upgraded discharge under honorable conditions). However, current members of any reserve component of the United States Armed Forces or the Florida National Guard are eligible.

The applicant claiming veterans' preference is responsible for providing required documentation (click here for further information on documentation requirements) that clearly shows dates of service, campaign awards or medals received, and character of discharge (DD-214 Member-4 or Service-2 copy) to support entitlement to preference.  This documentation should be provided at the time of application submission. Documentation can easily be provided to us electronically through this online application system (preferred), but can also be provided to us by email, fax, or USPS. However, in ALL cases, required documentation must be provided to us prior to the closing date of the vacancy announcement.

Applicants that meet the minimum job requirements and qualify for Veterans’ Preference who believe they have not been afforded employment preference in accordance with applicable Florida law, may file a written complaint requesting an investigation with the Florida Department of Veterans’ Affairs, Division of Benefits and Assistance, 9500 Bay Pines Blvd, Room 214, St. Petersburg, Florida 33708. The complaint must be filed within 60 calendar days from the date the applicant receives notice that s/he was not selected.  Prior to filing a complaint, however, it is the responsibility of the preference-eligible applicant to contact the employer at least one time after 45 days have passed from the final date for submitting an application or the interview date, whichever is later in time, if the applicant has not received notice of a hiring decision.

For more information on Veterans' Preference, please visit the Civil Service Board website by clicking here.

DRUG-FREE WORK PLACE: The employers of Hillsborough County have implemented a drug-free workplace and all offers of employment are conditioned on job applicants successfully passing a drug test.

RESPONSE/RECOVERY ACTIVITIES: Employees may be required to participate in response/recovery activities in response to a major emergency or natural disasters affecting County operations. In such situations, every effort will be made to maintain operations, but employees may be assigned to carry out response activities suited to their skills and capabilities.

HILLSBOROUGH COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

Hillsborough County provides equal employment opportunity to all persons, regardless of age, race, religion, color, national origin, sex, political affiliations, marital status, non-disqualifying physical or mental disability, age, sexual orientation, membership or non-membership in an employee organization, or on the basis of personal favoritism or other non-merit factors.

AMERICANS with DISABILITIES ACT (ADA):  Hillsborough County welcomes and encourages applications from persons with physical and mental disabilities, and will reasonably accommodate the needs of those persons in the application and testing process. The decision on granting reasonable accommodation requests will be on a case-by-case basis.

APPLICANTS RIGHTS UNDER FEDERAL EMPLOYMENT LAWS:  Family and Medical Leave Act (FMLA) Poster;  Equal Employment Opportunity (EEO) Poster; and Employee Polygraph Protection Act (EPPA) Poster.