Administrative Assistant Series (Buses)

Description

JOB INFORMATION:  

RESPONS I BILITIES:  

• This position   is responsible for   performing the day-to-day administrative duties. The incumbent will perform day to day routine and non-routine office functions which includes but are not limited to the following.  

• Perform data entry of attendance into timekeeping systems, process payroll   adjustments and discrepancies   and conduct payroll/timekeeping audits as required by management.   

• Maintain bereavement, military, and jury duty logs.   

• File personnel records and bus related records for the transportation and maintenance departments.   

• Organize, paper documents/files to be stored onsite and   ultimately offsite .   

• Process open invoices via the internal Business Service Center.   

• Prepare timecards for employees in the maintenance department who are paid on an hourly basis.   

• Provide administrative support to departmental staff including but not limited to answering phones and responding to routine questions, scheduling meetings, preparing material for meeting, opening, logging, and distributing mail.   

• Create spreadsheets, documents, and reports; compose routine memos and correspondence;   maintain   departmental filing system; log retrieve and ensure that follow up actions are completed.   

• Analyze and review output reports from all data entered for accuracy and completeness. Ensure discrepancies are   identified   and corrected in   a timely   fashion.   

• Review and process expense reports for accuracy; order, restock and distribute supplies to ensure adequate inventory levels. Collect and analyze data related to invoice payments.   

• Post and track certified letters.   

• Perform other duties necessary for the smooth and professional operation of the department.  

EDUCATION AND EXPERIENCE:  

Senior Administrative Assistant  

1. A Baccalaureate degree from an accredited college AND two (2) years of satisfactory responsible full-time paid experience in a government agency, business firm, civic organization, or educational institution, conducting administrative or management studies, or assisting an executive in directing the administration of a large organizational segment, or directing or coordinating the administration of several small organizational segments, or performing any appropriate combination of these duties; OR  

2. An associate degree from an accredited college or completion of two (2) years of study (60 credits) at an accredited college AND four (4) years of satisfactory responsible full-time paid clerical experience, at least two (2) years of which must have been in an administrative capacity as described in 1 above; OR  

3. A high school diploma or equivalent and six (6) years of satisfactory responsible full-time paid clerical experience, at least two (2) years of which must have been in an administrative capacity as described in 1 above; or  

4. A satisfactory equivalent combination of education and experience. However, all candidates must   possess   the two (2) years of administrative experience as described above.  

Administrative Associate  

1. A Baccalaureate degree from an accredited college AND one (1) year of satisfactory responsible full-time paid experience in a government agency, business firm, civic organization, or educational institution, conducting administrative or management studies, or assisting an executive in directing the administration of a large organizational segment, or directing or coordinating the administration of several small organizational segments, or performing any appropriate combination of these duties; OR  

2. An associate degree from an accredited college or completion of two (2) years of study (60 credits) at an accredited college AND three (3) years of satisfactory responsible full-time paid clerical experience, at least one (1) year of which must have been in an administrative capacity as described in 1 above; OR  

3. A high school diploma or equivalent and five (5) years of satisfactory responsible full-time paid clerical experience, at least one (1) year of which must have been in an administrative capacity as described in 1 above; or  

4. A satisfactory equivalent combination of education and experience. However, all candidates must   possess   the one (1) year of administrative experience as described above.  

Administrative Assistant  
1. A Baccalaureate degree from an accredited college; OR  
2. An associate degree from an accredited college or completion of two (2) years of study (60 credits) at an accredited college and two (2) years of satisfactory responsible full-time paid clerical experience, at least one (1) year of which must have been in an administrative capacity as described above; OR  
3. A high school diploma or equivalent and four (4) years of satisfactory responsible full-time paid clerical experience, at least one (1) year of which must have been in an administrative capacity as described above; OR  
4. A satisfactory equivalent combination of education and experience. However, all candidates must   possess   the one (1) year of administrative experience as described above.  

<