Administrative Support

Front Desk Support

• Serves as initial point of contact for the Front Desk of the Executive Offices at HART’s Ybor City location, answering the central telephone system and directing calls accordingly.
• Greets and directs visitors to HART. Assists visitors, HART employees, and the public with general questions; responds to inquiries from associates, and visitors, and refers, when necessary, to the appropriate person, official, or department head.
• Maintains accurate and complete sign-in/sign-out procedures; ensures knowledge of visitor and associate location.
• Prepares andprocesses all incoming and outgoing mail. Receives and routesincoming/outgoing mail to the departments.

Administrative Assistant Support

• Provides administrative support to department associates located at the Ybor City location facility when needed. Composes, types, and distributes meeting notes, correspondence, forms, and reports of moderate complexity and highly confidential nature.
• Creates and maintains forms and spreadsheets to support department functions and track activities and deadlines. Generates reports and gathers statistical data as requested.
• Maintains and controls the department’s files, hard and electronic copies, and serves as file manager for the department.
• Identifies and resolves problems in accordance with established procedures and parameters with minimal supervision.
• Attends and assists staff at public outreaches, trainings, meetings, and interviews. Records notes or minutes of meetings and/or interviews.
• Schedules and confirms conferences, meetings, and appointments for the department.
• Schedules and coordinates business travelarrangements for the departmental staff members; reviews, assists and preparestravel expense reports and submits to the Finance Department for reimbursement.
• May complete and monitor purchase requisitions, correspondence and internal request forms.
• Provides ongoing assistance and training to the department staff involving the usage of various office machines, tools and equipment.
• Performs other duties as assigned.