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.

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