Reporting to the Business Office Manager, this position is responsible providing day-to-day administrative support services associated with various procurement processes and projects such as coordinating Board agenda items; document control, preparation, and formatting; supplier registration; and other departmental processes.

POSITION ACCOUNTIBILITIES

The following position responsibilities are illustrative and not exhaustive. The position description is not intended to be, nor should it be construed as an all-inclusive list of the duties associated with the position. Management may require incumbents to perform job duties other than those contained in this document at any time. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.

• Assists with project management work by providing administrative support in coordinating and implementing small projects or parts of larger complex projects.
• Assists in the coordination of activities related to implementation of a project to facilitate project completion on-time.
• Assists in preparing and maintaining project documentation including reports, correspondence, memos, spreadsheets, and presentation materials.
• Assists with administration of Authority’s PCARD program; processes new card requests, assists cardholders as needed.
• Processes solicitation advertisements and legal ads from other departments to local newspaper and smaller local newspapers, posts advertisements with requested publication contacts.
• Assists Finance department to update Oracle and set up employee Paymode-X, process One-Time Payee, etc.
• Drafts department correspondence, memos, spreadsheets, and reports.
• Reviews and distributes incoming and outgoing mail email and requests.
• Assists with the Authority Board preparation process from beginning to end including the preparation and dissemination of all required documents; prepares Board agenda books.
• Assists in the processing of contracts and agreements for Legal review and approval ensuring documents are free of formatting, grammatical and typographical errors and have the necessary approvals and signatures.
• Monitor and develop supplier participation in procure-to-pay process.
• Coordinates and assists with pre-solicitation conferences.
• Identifies cooperative and government contracting opportunities.
• Answers procurement helpline, monitor and respond to internal and external inquiries from the Supplier Registration program. Assist with vendor registration and troubleshoot issues.
• Assists in communication and coordination with other departments, suppliers, and outside agencies.
• Assists with maintaining paper and electronic departmental files and records.
• Assists with maintaining department professional organization memberships
• Serves as Department’s records custodian; responsible for archiving solicitations in accordance with the appropriate format established by Central Records.
• Assists with department equipment, including multi-function devices and printers.
• Assists as back-up for administrative duties at the Warehouse as needed.

MINIMUM QUALIFICATIONS

Graduation with an associate degree from an accredited college or university; and two years of administrative assistant experience directly related to the position duties or; an equivalent combination of education, training and experience that would reasonably be expected to provide the job-related competencies noted below. Competency in data entry by demonstrating a typing skills rate of 45-50 wpm. Must obtain Notary Status within six (6) months of employment.

Desired qualifications include Florida Notary Public designation and/or experience in utilizing Oracle and other automated procurement systems.

JOB SPECIFIC COMPENTENCIES

• Knowledge of the principles and practices of project management.
• Knowledge of the processes, activities, requirements, and objectives of the functional area to which assigned.
• Ability to communicate effectively both orally and in writing.
• Ability to manage multiple tasks and solve problems involving several variables or unique situations.
• Ability to manage the details of projects, track activities and meet deadlines.
• Ability to collect, organize and analyze data and make logical decisions.

COMPENSATION

Pay starts at $28.22 per hour and up based on experience.

TPA MISSION STATEMENT

To be a major driver in the economic growth of the Tampa Bay Region. We will be leading edge innovators to create global access and extraordinary customer experiences through our people and facilities to build prosperity for our stakeholders and the region.

TPA VISION STATEMENT

To be a vibrant aviation gateway for Tampa Bay, providing access and economic opportunity for our stakeholders.

The Aviation Authority-Tampa International Airport 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.

The Aviation Authority-Tampa International Airport welcomes and encourages applications from minorities, veterans, and 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.