Senior Staff Assistant - Chief of Staff F/T
Jacksonville Transportation Authority. - Jacksonville, FL

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KIND OF WORK PERFORMED: Under direction of the Chief of Staff (COS), performs advanced and responsible staff support work.

EXAMPLES OF WORK: (not intended to be all inclusive)
  • Composes and types correspondence, articles, reports, manuals or other material on general or technical subject.

  • Receives and reads incoming mail, screens items for handling and forwards to appropriate Departments with the necessary background material.

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

  • Handles and maintains Departmental records and information of a sensitive nature.

  • Provides customer service in person and over the phone. Answers questions and addresses concerns. Provides guidance on organization procedures and practices.

  • Interacts with visitors, provides requested information or refers them to the appropriate person for assistance.

  • Establishes and coordinates one-on-one and monthly meeting dates and deadlines for department agendas. Coordinates with those reporting directly to the COS.

  • Composes, compiles and edits material and memos for Board Packages as assigned.

  • Records and transcribes dictation of Board minutes, workshops and other official meetings.

  • Maintains the Chief of Staff’s calendar by scheduling appointments and conferences and keeping COS apprised of scheduled appointments.

  • Makes appropriate travel arrangements for COS and other individuals as assigned and coordinates logistical details for meetings.

  • Reviews accuracy of time records of Chief of Staff’s direct reports.

  • Establishes, updates and maintains appropriate filing systems and applicable records.

  • Performs research on special topics, projects or problems and compiles data on findings for review.

  • Inventories and orders appropriate office supplies.

  • May record and transcribe dictation of official minutes, correspondence, legal documents and reports.

  • Communicates with co-workers, management, customers and others in a courteous and professional manner.

  • Conforms with and abides by all regulations, policies, work procedures and instructions.

  • Performs related work as assigned.

  • Monitors the timely updates of Results Engine for the Chief of Staff’s direct reports.

  • Knowledge of office practices and procedures.

  • Knowledge of business English and arithmetic.

  • Skill in composing correspondence.

  • Skill in operating standard office equipment such as personal computer, dictaphone, typewriter, copier, calculator and telephone.

  • Ability to use word processing, spreadsheet and related software applications specifically, Microsoft Word, Excel, PowerPoint and Access.

  • Ability to perform research, compile data and report findings.

  • Ability to establish, update and maintain filing systems.

  • Ability to read, comprehend and apply job related material.

  • Ability to communicate effectively.

  • Ability to handle sensitive information with discretion.

  • Ability to establish and maintain effective working relationships with employees at all levels within the organization.

  • Ability to type at a rate of 50 to 60 wpm.

  • Knowledge of Project Management.

MINIMUM QUALIFICATIONS: High school graduation or possession of an acceptable equivalency diploma. A five-year combination of education, training or experience in administrative, clerical and project support work that demonstrates knowledge of administrative functions and skill in office equipment operation. Must be able to multi-task, transcribe and type at a rate of 50 to 60 wpm. Experience in the legal field is highly desired.

This job description in no way states or implies that these are the only duties to be performed.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.