Admin Assistant II​/Transit

Overview

Purpose & Job Related Requirements

REPORTS TO: Transit Maintenance Administrator

FLSA STATUS: Non-Exempt

CLASSIFICATION: Merit

PAY GRADE: 110

SAFETY SENSITIVE: No

Purpose of Job

The purpose of this job is to provide administrative and secretarial support to Divisions of the Transit Department, as needed. Duties and responsibilities include, but are not limited to, preparing documents, scheduling meetings, exchanging information, answering the telephone, and performing additional tasks as assigned.

Job Related Requirements

May be required to work on religious holidays. Regular and predictable attendance is required. Must work cooperatively with others. When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC s safe driving policy.

Minimum Training & Experience Required to Perform Essential Job Functions

High school diploma or equivalent, and two years of secretarial, governmental bookkeeping, accounting, computer applications and training, or related experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess or have the ability to acquire Notary Public status. Must possess a valid driver s license. Associate s degree in business, secretarial science, or related discipline preferred.

Essential Duties, Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Facilitates communication and provides information to officials, employees, or the public concerning various requests and departmental policies, programs and services.
• Receives calls, mail, or other correspondence; takes messages, copies, replies, or forwards to appropriate staff; maintains appropriate filing.
• Performs bookkeeping duties which may include processing and maintaining records of fees and payments, invoices, petty cash fund, vouchers, program refunds, cost centers and tracking systems, budget transfer requests, and operating and capital account expenditures; issues and processes purchase and traveling orders, authorizations for payment, vendor master forms, and purchase requisitions; writes receipts; assists in preparing and monitoring departmental budget and other financial documents.
• Processes personnel action forms, attendance and leave records, accident/injury records and payroll documentation for appropriate staff; may assist with and maintain correspondence with the Human Resources Department regarding job openings, qualifications, testing, applications, etc.
• Processes, composes, edits, researches and/or copies routine departmental correspondence, forms, reports, work orders and other documents.
• Prepares, maintains and updates various departmental records, indexes, reports, and files.
• Greets visitors, ascertains nature of business, assists and directs visitors to appropriate staff.
• Assists with or fulfills duties of appropriate personnel when necessary.
• Maintains inventory of and requisitions office supplies, equipment, or service requirements as needed; may include taking bids, and obtaining price quotes from vendors.
• Maintains calendar and scheduling for appropriate staff training sessions, travel, conferences, meetings or facility usage.
• May prepare agendas or documents for or attend meetings, conferences, or events for the department; transcribes minutes or relates relevant information to appropriate staff; acts as liaison between department and other groups, committees, organizations, officials, or the public.
• May assist in training, coordinating, or evaluating the work of temporary employees, volunteers, interns, and/or community service and summer workers.
• Notarizes documents when required.
• Performs other duties as assigned.

Knowledge,

Skills And Abilities

Knowledge of the policies, procedures, and activities of the department or office as they pertain to the performance of duties relating to the position of Administrative Assistant II. Knowledge of the terminology used within the department. Knowledge of modern office procedures, departmental programs, activities and facilities, bookkeeping practices and procedures and methods as required in the performance of duties. Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations.

Ability to communicate effectively with supervisors, other staff members and the public. Ability to use independent judgment in routine and non-routine situations. Ability to handle the required mathematical calculations. Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments. Ability to plan, organize and/or prioritize daily assignments and work activities. Ability to comprehend and apply the regulations and procedures of the…