Office Manager Internal Audit

Business Office Manager (Internal Audit)

GENERAL DESCRIPTION

Reporting to the Vice President of Internal Audit, this position will be a key member of the Internal Audit team and will manage a wide variety of business office functions supporting the Vice President and the Internal Audit Department at Tampa International Airport. The ideal candidate will have at least five years of office management and executive administrative experience, exceptional organizational and administrative skills, attention to detail as well as critical thinking and problem-solving ability. The candidate must be tech savvy and able to easily adapt to new software initiatives. The candidate may be tasked with ongoing project coordination of department and/or HCAA-wide initiatives. Interpersonal skills at all levels of management, and comfort interacting with senior management is a must.

SUPERVISES OTHERS: NO

Compensation: $76,215 and up based on experience.

FLSA STATUS: EXEMPT

ESSENTIAL FUNCTIONS

• Independently performs a wide variety of office management, general administrative, and project-focused duties supporting the Internal Audit Department.
• Manages preparation, coordination, and execution of Audit Committee meetings, including scheduling, correspondence, public notice, and distribution of informational materials.
• Oversees the processing of Board agenda documentation, including the tracking and timely submittal of all required documents for Internal Audit-related items.
• Assists Board Services Administrator during monthly HCAA Board meetings as needed.
• Composes agendas, minutes, correspondence, and spreadsheets as requested by members of the Internal Audit Department and reviews correspondence for consistency and compliance with administrative policies and procedures, approvals and signatures, as well as formatting, grammatical construction, and brand compliance.
• Manages, closely monitors, and independently determines priority status for the Vice President's calendar, giving special attention to requests that reference important matters received or observed, such as incoming communications (email, correspondence, statements, face-to-face meetings requests, phone calls and internal staff actions). Ensures requests for action or information are completed or referred to appropriate staff member in Vice President's absence.
• Schedules appointments for and coordinates meetings as requested by Vice President and Internal Audit Department members. Prepares materials, presentations, and conference rooms/equipment as needed.
• Creates ad hoc financial and trend analysis reports from various software across HCAA to assist Vice President in trend analysis. Creates graphs and charts to display audit results in a meaningful and easy to understand format.
• Initiates purchase requisitions, orders office supplies, processes invoices for Department, manages continuing Department contracts, and tracks related expenses. Assists with travel and lodging arrangements and completes expense reports for Department staff.
• Manages and closely monitors Department budget, prepares monthly reconciliations and forecasts, and coordinates monthly review with Vice President. Processes expenses, investigates inconsistencies, and ensures accuracy of expenses reported. Coordinates with Finance Department to resolve discrepancies.
• Interprets, recommends and implements improvements to policies and procedures within the Department as well as internal workflow procedures.
• Secures and monitors restricted, sensitive and confidential records or information to include but not be limited to records involving personnel, payroll, medical, performance or discipline. Serves as the Records Custodian for the Department.
• Serves as the subject-matter resource for the Department in software that supports the Department such as Hyperion, Propworks, Oracle and other HCAA programs. Coordinate with ITS as necessary for Department software training.
• Performs other related duties as required or requested.

This list is not intended to be all-inclusive, and you may not be responsible for every item listed. The employer reserves the right to assign additional functions and responsibilities as necessary.

REQUIRED FOR ALL HCAA JOBS

• In the event of an emergency or disaster that impacts HCAA, an employee may be required to respond promptly to duties and responsibilities as assigned by the employee's department or the HCAA Emergency Operations Center (EOC). Such assignments may be before, during, or after the emergency/disaster.

• Complies with all HCAA Policies and Standard Procedures.

• Performs other duties as assigned.

QUALIFICATIONS (EDUCATION, EXPERIENCE, LICENSES & CERTIFICATIONS)

• Bachelor's Degree in management, business, or a related field, and at least five (5) years of office management and executive administrative experience and/or an equivalent combination of related experience, training and education necessary to perform successfully in the role.

KNOWLEDGE, SKILLS, AND ABILITIES

• Advanced knowledge of Microsoft Word, PowerPoint, Excel and Visio required.
• Strong organization, time management, and follow-up skills including the ability to handle competing priorities and meet deadlines and commitments.
• Knowledge of executive administration, such as managing electronic files and records, producing meeting minutes, designing forms and other related activities.
• Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar and effective writing skills.
• Knowledge of principles and processes for providing customer service, such as assessing customer needs, meeting quality standards for service, and evaluating customer satisfaction.
• Knowledge of the access, storage, destruction and release of restricted, sensitive and confidential information, and applicable guidelines including working knowledge of Florida Public Records law.
• Knowledge of budget management and financial reporting.
• Strong communication and relationship-building skills.
• Skill in using logic and reasoning to identify complex problems and evaluate and implement alternative solutions, conclusions or approaches.
• Ability to initiate .