Administrative Assistant, Customer Relations and Communications

Overview

Thank you for your interest in working for Long Beach Transit. We are hiring, and all LBT job applications must be submitted online through our career’s website.

Under the direction of the Executive Director /VP of Customer Relations and Communications, the Administrative Assistant (AA) provides administrative support to the Executive Director/VP, Customer Relations, and Communication and department managers supporting internal and external communications, community outreach, and general project management. This position also works with the Manager of Government Relations.

The AA is a member of a critical cross-departmental Administrative Coordinating Team (ACT) comprised of executive assistants and administrative professionals, whose mission is to improve efficiency and communication across the organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Assists the Customer Relations and Communications Department by providing administrative support to projects, community outreach and events, and customer communications.
• Tracks department budgets, expenses, KPIs, and financial data
• Audits, customer-facing materials on board buses and at stops.
• Administers the day-to-day activities related to Government Relations, activities including record-keeping, report development, and compliance tracking.
• Assists in drafting policies/procedures and creates department manuals and training materials
• Composes letters, memos, correspondence, and other documents, as directed.
• Assists staff in the coordination of all documentation related to ensuring compliance with federal, state, and local audits, and compliance reviews.
• Creates spreadsheets, agendas, minutes, and outcome realization plans.
• Organizes and maintains department files.
• Schedules meetings and appointments and keeps multiple calendars updated.
• Ensures that documents and reports prepared by staff are submitted in a timely and accurate manner and are complete and of a high quality.
• Research files and records and compiles data as requested.
• Tracks office supply inventory and approves supply orders.
• May assist with community, employee, and customer outreach, including events, public meetings workshops and other events.
• Complies with all safety regulations as stated in the company safety program; reports safety-related accidents, incidents, and unsafe work conditions; attends safety-training programs as required.
• Other duties/projects as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, experience, and/or ability required or in those specifically designated, preferred. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions

ATTRIBUTES AND SKILL SETS:

• Demonstrated success at managing multiple projects and priorities simultaneously, strong organizational skills.
• Leadership through initiative
• Creating a climate of optimism
• Be open to new ideas and continuous improvement.
• Positively communicates both orally and in writing.
• Detail-oriented with excellent grammar, spelling, punctuation and writing skills.
• Exhibits a high degree of confidentiality.
• Advanced computer skills including Microsoft Office Suite (Word, Excel, PowerPoint and Outlook), Adobe, and navigating in web-based environments
• Skillful analytical and problem-solving abilities

EDUCATION and/or

EXPERIENCE:

Bachelor’s degree in public administration, communication, business, or other related degrees preferred. Three years of increasingly responsible professional experience as an administrative assistant, or similar position. Any combination of education and experience equivalent to a bachelor’s degree would be considered.

Salary range: $63,748 - $88,012 per year (Depending on Experience)

Compensation packages are determined based on a variety of factors specific to each candidate, including geographic location, skillset, the mix of relevant education, certifications, experience level, and performance. At Long Beach Transit, compensation decisions are made considering the unique…