Executive Assistant to Appointed Official

Full-time - Entry Level

Jacksonville, FL

Executive, Legislative, and Other General Government Support

About the position

The Transportation Planning Division is actively seeking an Executive Assistant to Appointed Official. This position reports to the Chief of Transportation Planning and independently manages a variety of administrative support functions for the Chief and Managers. The role includes maintaining the Chief's calendar, preparing meeting agendas, scheduling meetings, and providing support for various committees. The position also involves operating office equipment, utilizing Microsoft Office, and maintaining files and records.

Responsibilities

• Maintains Chief's calendar, meeting schedules, files and correspondences.
• Prepares and provides committee meeting agendas for Division Chief's weekly meetings.
• Assists in scheduling Traffic Methodology meetings between Chief, applicants and staff.
• Creates, maintains, files and update agendas and materials for the Context Sensitive Streets Standards Committee, Technical Advisory Committee and other committees as required.
• Attends, schedules, prepares and supports all Division meetings, takes meeting minutes, reserves and prepares conference rooms, creates and disperses digital meeting packets and presentations.
• Creates meeting agendas; creates, posts and mails public notices; manages calendars and web posting activities, notifies, communicates and records attendees, and provides members electronic meeting materials.
• Operates office equipment to include personal computers and laptops, binders, staplers, copiers, scanners, laptops, projectors and other standard office equipment.
• Utilizes Microsoft Office proficiently, including Teams, PowerPoint, Excel and Word.
• Creates PDFs, applies electronic signatures, converts files, saves and prepares copies of presentation materials, and drafts letters with proficiency.
• Provides front desk back-up coverage when necessary.
• Maintains, separates, organizes, and scans files; separates and preserves records in both hard copy and electronic formats; and downloads recorded transcripts.
• Answers phone calls, walk-ins and e-mail inquiries, takes messages, sends emails makes notes and facilitates communication between Divisions.
• Supports Concurrency and Mobility Management System Office (CMMSO) record keeping, scanning, copying and organizing files.
• Supports Division staff as needed.
• Completes assigned training.
• Performs assigned tasks professionally and independently.
• Performs other related project work and record keeping as assigned.

Requirements

• A four year combination of education and professional experience providing advanced level administrative support.
• Associate degree preferred.
• Must be able to work with a large, diverse workforce and engage with the public.

Benefits

• Four (4) weeks off during the first year of employment.
• Twelve (12) paid holidays and a personal leave day.
• Low and no cost health insurance options.
• Dental, vision, life insurance and flexible spending plans available.
• Eligibility for Federal Student Loan Forgiveness after ten (10) years of public service and on-time payments.