Marketing Coordinator

Administrative Assistant

Under general supervision, provides responsible, varied and office administrative assistance for management and professional staff and performs related work as required. Responsible for tracking accuracy of the department's annual budget and general oversight of the District's bus signage programs. This position requires strong organizational and follow-up skills and the ability to work on many projects. Requires the use of initiative, independent judgment, tact and discretion, particularly when working with District management staff, members of the Board of Directors or representatives of other organizations to exchange information and explain policies and procedures.

Applicants must apply online and submit the following documents at the time of application:

• GGBHTD Online Employment Application
• Resume (Scan and attach as PDF to your online application)
• Cover Letter detailing qualifications and related experience (Scan and attach as PDF to your online application)
• First Application Review Date: July 1, 2026 Second Application Review Date: July 15, 2026

Essential Responsibilities

• Prepares a wide variety of correspondence, documents, financial statements, reports and other materials.
• Reviews finished materials for completeness, accuracy, compliance with policies and procedures, and for correct English and grammar usage
• Receives and screens telephone calls and visitors; provides information, which may require the use of judgment or the interpretation of policies and procedures
• Maintains department's budget, including issuing purchase orders and requisitions for payment, tracking expenses, processing invoices for payment, verifying payment and auditing annual expenditure reports for accuracy
• Ensure accuracy of District's transit signage program, including identifying affected signage, updating and producing signage, proofreading signage, ensuring signage is posted and removed in a timely manner and maintaining office records related to the program
• Manage Lost & Found tag program, including maintaining the delivery/inventory information and reordering tags when inventory gets low
• Completes projects accurately from brief oral or written instructions
• Works closely with others so that assigned correspondence and projects are completed in a timely manner, including keeping appropriate staff apprised of project status and activity
• Organizes and maintains department files, records and databases
• Conducts and independently carries through a variety of assigned special projects related to the activities of the department
• Provides administrative support to the Marketing and Communications department staff
• Processes fundraiser donation requests
• Orders office supplies for the department

Minimum Qualifications

Education and/or Experience: A combination of college level training and position related experience equivalent to:

• A minimum of two years recent administrative experience performing a variety of duties, including two years advanced word processing experience using Microsoft Word, Excel, and PowerPoint
• Previous experience in customer service, communications, or marketing is preferred
• Experience working with websites and social media is a plus

Required License: Must possess and maintain a valid California driver's license and satisfactory driving record (may require travel for outreach events or to deliver transit materials)

Physical Requirement: Mobility to work in a typical office setting. Ability to communicate in person and over the telephone. Ability to read printed materials and a computer screen. May lift up to 25 pounds (to box and lift files for storage). Routine use of computer, telephone and other office equipment. Ability to travel to District facilities.

Required Knowledge, Skills and Abilities

Working knowledge of:

• Standard office administrative practices and procedures, including business letter writing and the operation of common office equipment
• Record keeping, report preparation and filing methods

Ability to:

• Organize work and establish priorities to meet critical deadlines with a minimum of supervision
• Use tact and discretion in establishing and maintaining effective, productive, cooperative working relationships
• Use correct English usage, including spelling, grammar, punctuation and vocabulary
• Use basic business math
• Provide varied secretarial and office administrative assistance to one or several managers, supervisors or others
• Organize and maintain a variety of files, records and databases
• Research, compile and summarize a variety of informational materials and prepare periodic or special reports
• Compose business correspondence and complete projects from brief oral or written instructions
• Use sufficient speed and accuracy using Microsoft Word, Excel, and PowerPoint
• Maintain a calm, professional demeanor
• Communicate effectively, both orally and in writing