Administrative Assistant

Description

Purpose of Position

The administrative assistant provides administrative support to company leadership by understanding the needs of the corporate office and ensuring those needs are addressed efficiently and effectively. This includes handling information requests and performing clerical functions such as preparing correspondence, arranging conference calls, scheduling meetings, event planning, and proposal preparation. Successful candidates will have excellent customer service skills and must be outcome-oriented. The ability to work in a fast paced environment with strong attention to detail is essential. In addition to strong administrative skills and exceptional customer service, this position requires full engagement and a strong sense of urgency.


Essential Duties and Responsibilities

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


• Travel Requests

• Training Requests


• Annual Meeting - Research hotels, handle travel arrangements, Awards, Food, Team Building event


• Update Contract Summaries/Maintain Contract Folder


• Assist Senior Leadership Team and GM's

• Special Project Assistance for all departments

• Open and distribute mail


• Set up meeting rooms, travel and presentation packets for bid interviews.


• Coordinate with building maintenance contractors (cleaning crew, building maintenance, etc.)

• Manage copy room and copier contract

• Maintain Systems List (Contact Information)


• Assist all departments with Administrative Tasks


• Office Supplies


• Mail-outs (daily and projects)


Competency:

To perform the job successfully, an individual should demonstrate the following competencies:

• Effective Communications
• Results Driven
• Accountability
• Approachability
• Integrity/Credibility
• Expertise & Technical Knowledge
• Customer Focused

Supervisory Responsibility

This position has no supervisory responsibilities.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

High School Diploma or equivalent and three to five years of administrative related experience, or an Associate's Degree or Bachelor's Degree in a related field, or a combination of education and experience.

Abilities:

Ability to read, analyze, and interpret common reports, regulations and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to define problems, collect data, establish facts, and draw valid conclusions.


Computer Skills:

To perform this job successfully, an individual should have knowledge of word processing software; graphics software and spreadsheet software.

Physical Demands:

Recurring use of hands, fingers, and arms in selecting/grasping paper, telephone, computer, and related items necessary in carrying out "desk" related duties. In terms of physical activity, the position involves sitting at a desk, walking and standing demands. Lifting, carrying, pushing, pulling and related weight/force requirements are basically limited in terms of both intensity and duration and when required are characteristically associated with occupations designated as sedentary in nature. Infrequent travel is required of this position. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

OFFICE MANAGEMENT

• Greets, screens, and directs internal and external customers and phone calls to the appropriate administrative representative.
• Provides routine information; provides answers to standard questions from internal and external customers.
• Makes or cancels appointments; verifies meeting dates; schedules meeting rooms.
• Handles departmental incoming and outgoing mail.
• Responsible for coding invoices from vendors for payment.
• Responsible for setting up outside vendors to do business with the company.
• Responsible for office supply inventory per procurement guidelines.
• Types standard letters, memorandums, spreadsheets, reports, and forms from drafts.
• Proofreads materials for accuracy and completeness; makes corrections as needed.
• Organizes and maintains personnel files; responsible for retention and archiving of all personnel records.
• Completes, verifies, and submits administrative paperwork, including forms for employment verification, invoicing, and other required forms.
• Additional Duties as Assigned

EMPLOYEE/COMMUNICATIONS

• Provides administrative support with daily activities, including assisting with coordination/oversight of employees.
• Assists with developing written communications; such as intranet and social media updates, newsletters, and HR announcements.

DISPATCHING

• Dispatcher performs responsible technical work dispatching transit equipment and operators in response to required services.
• Opening and/or closing of the building at the beginning and/or ending of daily operations
• Supervises driver sign-in and makes bus assignments.
• Check the dispatch sheet, make necessary changes, and check operator availability.
• Supervises operation of the extra board, making necessary assignments in proper rotation.
• Receives information and complaint calls outside of general office hours.
• Receives calls by telephone or radio, giving location and description of problems, and dispatches assistance as necessary.
• Prepares charter assignments as needed.
• Check operators for proper uniforms and check operators' daily report sheets.
• Prepares the extra board
• Review route modification with supervisors and operators.
• Reports accidents to police and Road Supervisors.
• Records operators' time and completes pay record sheets.
• Records bus defects and coordinates defect reports and change-outs with the Maintenance Department.
• Maintains dispatcher logs.
• Inventory buses as needed and check with the Maintenance Department regarding available equipment.

• Requirements
• Qualifications:
• High School Diploma or equivalent.
• Three (3) years of experience in an administrative position.
• Flexibility to work overtime as required.

We are an equal-opportunity employer, and we welcome diversity to our teams