Executive Assistant

SUMMARY

Performs community relations functions, coordinates competitive procurements for program-related and administrative contracts/agreements and coordinates CareerSource Heartland Board and committee meetings/activities. Assists President/CEO with Board-related activities to ensure compliance with all guidance. Supports Program Operations. Adherence to all federal, state and local regulatory requirements is critical for each component of the duties and responsibilities listed below.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Maintains a list of CareerSource Heartland Board of Directors and its committee membership and monitors compliance with mandated Board composition requirements. Assists with preparation and updating of Board Member Orientation handbooks to provide Board members with information describing essential functions, responsibilities, membership rotation, financial disclosure requirements, etc. Keeps Board Member database updated. Arranges annual board member training and maintains documentation verifying completion. Serves as Organizational Coordinator for the Florida Commission on Ethics to ensure compliance with mandatory Form 1 filing.

2. Arranges Board/committee meetings and meeting rooms, creates public/legal notices within required timeframes, prepares and distributes agenda packets, records attendance, documents Board member travel and prepares travel reimbursement documents for payment. Transcribes meeting minutes to ensure that all motions, resulting votes and abstentions are clearly documented.

3. Assists with preparing programmatic and administrative contracts, agreements, Memoranda of Understanding (MOUs) and Resource Sharing Agreements for service providers, partners and vendors and maintains procurement records. As applicable, procurement records include contract files, public/legal notices, correspondence, rating/ranking records, Board minutes, cost/price analysis data, justification for reasonable and necessary procurement, and contract negotiation documentation.

4. Reviews programmatic and administrative contract/agreement end dates to ensure ample time is provided for procurement, contract negotiations and obtaining required signatures in advance of the beginning date of commencement of provision of services/goods; prepares request for proposals (RFP) documentation and public/legal notices, receives and records receipt of proposals, prepares rating/ranking forms and instructions, provides rating/ranking packets to identified raters and summarizes rating/ranking results for review.

5. Supports programmatic operations by assisting with the preparation of forms, reports and other documents necessary to substantiate compliance with regulatory requirements. Maintains the contract database which indicates the contractor/provider/vendor name, effective beginning date and ending date, contract amount and assigned contract document number, if applicable.

6. Organizes and maintains office reference library and the shared drive library, consisting of programmatic and administrative documents such as MOUs, leases, service provider contracts, monitoring reports, policies and procedures, work-based training agreements, etc.

7. Procures and orders Center and Management office supplies, as requested.

8. Assists with all aspects of CareerSource Heartland’s local Eligible Training Provider and Program processes. Reviews, maintains and keeps current related documentation.

9. Assists with collection, provision, and/or completion of information and documentation requested by administrative and programmatic auditors/monitors.

10. Inspects office equipment such as copiers, postage meters, etc. to ensure service/maintenance is performed or procured.

11. Provides clerical support to program and administrative operations, by preparing/updating various documents such as program forms, letters of support, Center updates, program flyers, and purchase requisitions.

12. Coordinates/creates program marketing materials, public/legal notices and materials to be posted on the CareerSource Heartland website. Represents CareerSource Heartland in CareerSource Florida’s (CSF) Communication Consortium meetings. Maintains access to CSF’s branding portal for programmatic marketing.

13. Promotes communication and contributes to the coordination of services provided throughout the regional Centers.

14. Attends educational training sessions and staff meetings to enhance skills and program development.

15. Ensures compliance with federal, state, and local policies, procedures and regulations.

16. Strives to achieve the highest level of customer satisfaction among internal and external customers.

17. Assists with special projects and performs other duties as requested.

SUPERVISORY RESPONSIBILITIES

None

QUALIFICATION REQUIREMENTS

· Associate’s degree in Office Systems Technology or Business Administration or related field from an accredited college or university and two (2) years or more of experience in support of an executive position or office support capacity, or equivalent combination of education and experience.

· Ability to work with Board members, staff and general public in an effective and courteous manner.

· Ability to work independently on complex and confidential tasks and to prioritize work assignments.

· Computer literacy, including word processing, spreadsheet applications, and online meeting platforms.

· Occasional travel within the region may be required.

· Excellent organizational, time-management, oral and written communication skills.

· Florida Workforce Development Professional Tier One Certification or ability to obtain same within 60 days,

Job Type: Full-time

Pay: $42,141.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Education:

• High school or equivalent (Preferred)

Work Location: In person

Salary : $42,141