Executive Assistant

Iteris is looking for an Executive Assistant to support day-to-day business matters within the RTMC and tracking all deliverables. This position also includes the responsibility of yearly budgeting (including but not limited to ITS materials and contractual services, utilities for District 7 devices), distribution of all meeting minutes and overseeing the RTMC front desk operations. This position is also responsible for supporting the Florida Department of Transportation [FDOT] with purchases and tracking warranties, licenses, subscriptions, renewals etc.

What you will be doing:

• Coordinates and directs administrative support functions for the RTMC and implements policies and procedures for production of documents, workflow, filing, ordering of supplies, records maintenance, and other clerical services
• Tracks deliverables and keeps the Iteris Project Manager and FDOT Contract Manager informed of approaching due dates on these deliverables
• The workday following each deliverable due date, the Executive Assistant shall follow up with an email to these managers on the status of the deliverables
• Receives deliverables from Iteris, processing transmittals to FDOT, and distributing the deliverable documents and reports to the TSM&O management staff via email and/or hard copy for review and approval
• When TSM&O management have comments or questions, the Executive Assistant shall transmit them to Iteris' Project Manager via email and follow up with transmittal of final (revised) version of the deliverable
• Assists with hiring, terminating, promoting, or evaluating office personnel
• Manages new RTMC employee onboarding process for all RTMC contractors, FDOT's employees (for RTMC access), etc.
• Monitors budget, accounting, and time records
• Identifies and follows policies and procedures for document development, retention, and disposition, and determines records identification system for information management storage and retrieval
• Determines and establishes record formats and storage methods and confers with management regarding record management needs
• Coordinates all meeting room reservations and assures that the proper setup of all meeting rooms meets the needs of the group using the rooms
• Assists with the scheduling of meetings for all TSM&O staff with internal and external stakeholders as needed
• Manages RTMC meeting resources, such as conference rooms
• Assists other RTMC personnel with administrative support, including but not limited to photocopying and scanning, organizing materials, etc.
• Files and distributes correspondence
• Welcomes visitors to the RTMC
• Answers and directs telephone calls to the RTMC
• Coordinates RTMC building maintenance and repairs, including after hours issues
• Coordinates RTMC building janitorial services
• Acknowledges tour requests and schedules the tour no more than two (2) working days after notification of a tour request (performance)
• Leads RTMC tours and other FDOT events
• Acknowledges public inquiries within 24 hours and provides a response no more than two (2) days after notification of a public inquiry (performance)
• Tracking and responding to public record requests, as applicable
• Tracking public inquiries and responses. Develop and update public inquiries database
• Forward inquiries to appropriate staff and follow up with staff as needed for inquiry response
• Preparing recommended presentation materials, speeches, and public speaking engagements for TSM&O staff and assisting in coaching staff and vendors on handling media and public speaking engagements and inquiries
• Writes and submits award applications
• Develops articles for dissemination on industry and FDOT newsletters, magazines, websites, and other publications
• Contributes content for a proposed District 7 TSM&O public website
• Verify all TSM&O-managed websites for content accuracy and coordinate updates, including existing SharePoint information repositories and the proposed TSM&O managed website
• Manages distribution lists and ensures appropriate personnel are added/removed
• Ensures timely updates are made to the District 7 RTMC SOP
• Performs all other tasks assigned by FDOT
• The Executive Assistant shall complete a monthly report (deliverable) outlining:
  
  
  
  • The activities conducted in the previous month, including time to acknowledge and respond to public information inquiries
  • Impressions/views of the proposed TSM&O website, once active
  
  
  
  

What you need to be successful in this role:

• Two (2) years experience in a position of similar requirements or equivalent
• Very good understanding of office principles
• High level of skill in the use of Windows Office suite
• Proficient in all office-related equipment
• Familiar with FDOT purchasing process
• Ability to write meeting minutes and file all materials based on ISO 9001 standards or similar
• Good interpersonal skills
• Ability to clearly communicate information regarding the TSM&O Program and RTMC to all tours and visitors
• Ability to coordinate real-time activities and priorities

Iteris anticipates paying an hourly rate between $23.00 and $25.00 for this role. Actual pay offered may be below or above these amounts, depending on the individual's job-related knowledge, skills, and experience.

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What's in it for you:

• 401(k) with immediate matching and no vesting period
• Generous Paid-Time-Off [PTO] benefits
• Comprehensive medical, dental, and vision coverage
• Life insurance
• Medical reimbursement plans
• Disability coverage
• Education assistance program
• In-house training programs

Iteris, Inc. is a provider of smart mobility infrastructure management solutions and part of the Almaviva Group businesses serving the transportation and logistics industry. Iteris' cloud-enabled solutions help public transportation agencies, municipalities, commercial entities, and other transportation infrastructure providers monitor, visualize, and optimize mobility infrastructure to make mobility safe, efficient, and sustainable. As a pioneer in intelligent transportation systems technology, Iteris' advanced detection sensors, mobility and traffic data, software-as-a-service offerings, and consulting services represent a comprehensive range of mobility infrastructure management solutions that serve customers in the United States and internationally. For more information, visit Iteris' website at www.iteris.com.

The Almaviva Group designs, implements, and manages advanced technological solutions and systems and related logistics structures for companies and public administrations operating in a variety of sectors, including, but not limited to, transport, logistics, agriculture, digital health, defense and security, energy, utilities, financial services, industry, telecommunications, and media. For more information, visit Almaviva's website at www.almaviva.it.

Iteris, Inc. is an Affirmative Action and Equal Employment Opportunity (EEO) employer. We do not discriminate on the basis of age, race, gender identity and expression, color, sexual orientation, marital status, pregnancy or related conditions (including breastfeeding), national origin/ancestry, religion, military/veteran status, genetic information, citizenship status or any other characteristic and group protected by applicable law. Iteris, Inc. complies with the Americans with Disabilities Act to ensure equal access to all qualified individuals with a physical or mental disability. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. A valid driver's license may be required based on essential duties.