Administrative Aide - Transit

Description

POSITION SUMMARY
Under general administrative direction by the Transit Superintendent, performs administrative work such as typing, filing and record keeping. Responsible for assisting with monthly grant management reporting and maintaining daily Transit related reports. Provides assistance to visitors at the Transit Center Lobby. Has a general knowledge of transit operations in order to assist passenger with inquires/concerns.

ESSENTIAL FUNCTIONS
• Responsible for overseeing typing, filing, and record keeping functions for the Transit division
• Operates the Transit switchboard and directs calls to requested extension
• Assist callers in resolving issues
• Receives payments and provides invoices as needed
• Verifies accuracy of monthly financial statements and compiles necessary documentation for KYTC and FTA reports and compliance reviews
• Conducts regular audits of mileage and passenger counts across all Transit services to ensure data integrity and reporting accuracy.
• Greets visitors and assists with any route inquiries/concerns
• Oversees office supply orders for Transit
• Manages office supply inventory for Transit
• Utilizes specialized knowledge in software systems (Microsoft Excel, Power Point, Outlook, Word or other software systems used by the city)
• Provides administrative and clerical support for division management and staff, including creating filing forms, documents, reports, etc.
• Handles incoming and outgoing mail for the division
• Manages retention of division documents and files for archival and/or destructions
• Assists with dispatch if needed
• Other duties as assigned

COMPETENCIES

• Work is thorough, timely and reflects follow-through to completion
• Complies with departmental performance standards
• Demonstrates willingness to undertake duties as assigned
• Has knowledge of computers and demonstrates adequate record keeping
• Possess quality customer service skills

Requirements

SPECIAL REQUIREMENTS

Proficient with Microsoft Word, Excel and databases desired. Candidate versed in business formatting for various types of communication a plus. Excellent oral and written communication skills.

WORK EXPERIENCE REQUIREMENTS
Three years of experience in clerical, secretarial or administrative field preferred.
College or technical school in related field may be considered in lieu of experience

EDUCATION REQUIREMENTS
High School Diploma or equivalent.

WORK ENVIRONMENT AND PHYSICAL DEMANDS
Work is typically performed in an office setting at a desk. Occasionally, it may be necessary to perform work in other areas.