ADMINISTRATIVE ASSISTANT I/II

Administrative Assistant

34 HOUR 4 DAY WORK WEEK

DEFINITION:

To perform responsible administrative and customer support duties for the Authority including receiving and responding to inquiries from the public, other Authority staff and outside agencies; coordinate and monitor daily transit operations, including driver assignments, service activity, schedule changes, service disruptions and related dispatch and operational functions; to prepare documents, correspondence and routine reports; to receive and process payments; and to provide other support duties as assigned.

CAREER PROGRESSION The Administrative Assistant I classification is flexibly staffed with the Administrative Assistant II classification. Advancement to Administrative Assistant II may occur once the incumbent meets the qualification standards of the II level, demonstrates an ability to perform and manage the full scope of the work, otherwise meets performance standards, and satisfies any applicable assessment requirements to move to the II level. Advancement is based on demonstrated performance and qualifications and is not automatic upon completion of a specified period of employment.

DISTINGUISHING CHARACTERISTICS:

Administrative Assistant I - This is the entry level class in the Administrative Assistant series. Positions in this class typically require less directly related work experience than the journey level class. The Administrative Assistant I class is distinguished from the II level by the performance of less than the full range of duties assigned to the II level. Incumbents work under close supervision while learning job tasks, progressing to relatively less supervision as procedures and processes of assigned area of responsibility are learned.

Administrative Assistant II - This is the journey level class in the Administrative Assistant series and is distinguished from the I level by the assignment of the full range of duties. Employees at this level receive relatively less instruction or assistance and are fully aware of the operating procedures and policies within the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from the I level once the incumbent meets the qualification standards of the II level, demonstrates an ability to perform and manage the full scope of the work, otherwise meets performance standards, and any assessment requirements to move to the II level.

SUPERVISION RECEIVED AND EXERCISED:

Administrative Assistant I and Administrative Assistant II

Receives immediate supervision from the Operations Manager.

EXAMPLES OF DUTIES

Duties may include, but are not limited to, the following:

• Serve as first line of contact to external customers via telephone or in person; respond to questions or complaints or refer customers to appropriate staff; provide a variety of general information regarding Authority services; and explain operating policies and procedures.
• Prepare, compile, tabulate and maintain operational data.
• Type and proofread a variety of documents including general correspondence, agendas, reports, memos and statistical reports.
• Order, maintain and reconcile purchases of office supplies, merchandise and other and special purchases related to Authority operations; maintain inventory.
• Dispatch drivers related to road hazards, scheduled work, vehicle assignment, location inquiries, lost and found items, schedule delays or detours, and general issues.
• Coordinate and monitor daily transit operations, including driver assignments, routes, runs, reliefs, special assignments, schedule changes, timekeeping, and coverage needs.
• Monitor driver and service activity using radio, telephone, operational software, GPS/AVL, and other applicable systems.
• Communicate with drivers regarding assignments, schedules, passenger needs, detours, service changes, delays, road conditions, and operational instructions.
• Monitor and document delays, missed trips, passenger wait times, staffing concerns, route issues, and other service disruptions; coordinate approved service adjustments as needed.
• Receive, document, and appropriately escalate accidents, incidents, safety concerns, emergencies, and passenger issues.
• Coordinate communication among drivers, dispatch, supervisors, management, maintenance, and other departments.
• Maintain accurate dispatch sheets and records and assist with service, staffing, incident, and operational reports.
• Exercise sound judgment, prioritize operational needs, and determine when supervisory or management intervention is required.
• Provide accurate route, schedule, and service information to drivers, passengers, management, and the public.
• Provide assistance for the paratransit and reduced fare application processes including explaining application process, reviewing applications for completeness, and data entry.
• Assist other departments and staff with operational or administrative duties as assigned.
• Prepare and post social media outreach content.
• Receive, sort, open, time stamp and distribute mail.
• Perform administrative tasks in support of special projects which may include the collection, review, compilation and verification of information.
• Represent the Authority with dignity, integrity, and the spirit of cooperation in all relations with staff and the public.
• Foster an environment that embraces integrity, service, inclusion and collaboration.
• Be an integral team player, which involves flexibility, cooperation, and communication.
• Build and maintain positive working relationships with co-workers, other Authority employees and the public using principles of good customer service.
• Maintain confidentiality of sensitive employee, passenger, financial, operational, and agency information.
• Perform related duties as assigned.

TYPICAL QUALIFICATIONS

Administrative Assistant I Knowledge of:

• Modern office practices, methods, and computer equipment including relevant software programs.
• Oral and written communication skills; business English including vocabulary, spelling, and correct grammatical usage and punctuation.
• Safe work practices.
• Principles and practices of excellent customer service.

Ability to:

• Learn Authority services, policies and procedures.
• On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures.
• On a continuous basis, sit at desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; restock supplies; use telephone, radio, and write or use a keyboard to communicate through written means; and lift or carry weight of 20 pounds or less.
• Develop and maintain filing systems.
• Compose general correspondence and letters.
• Understand and carry out oral and written instructions and prioritize workload to meet deadlines.
• Exercise sound judgment in prioritizing operational needs and determining when to escalate issues to supervisory or management personnel.
• Read, write and comprehend the English language at a level necessary for effective job performance exercising correct English usage, vocabulary, spelling, grammar and punctuation.
• Communicate effectively, tactfully and positively in both oral and written form.
• Operate and use modern office equipment and technology, including computers and applicable software.
• Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
• Utilize appropriate safety procedures and practices for assigned duties.
• Establish and maintain effective working relationships with those contacted in the course of work.

BENEFITS

Benefits include:

• 100% PAID Medical - HTA pays 100% Medical to employees and eligible dependents, of the monthly premium for medical insurance of the least expensive plan offered by PERS in Humboldt County.
• Opt-Out in lieu of Health Insurance : A qualifying employee opting-out of employer sponsored health insurance who provides written proof will receive an opt-out incentive of $914.27.
• Dental Insurance - HTA pays 100% Dental Coverage for employees and eligible dependents.
• Life Insurance Certificate & Accidental Death and Dismemberment Insurance (AD&D): $10,000 life insurance and $10,000 for AD&D for each employee under 65 years of age, $6,500 each for those over 65.
• Vision Coverage: HTA will reimburse up to $300 of vision costs for employee and $150 per dependent per calendar year.
• Dependent Eligibility: Eligible dependents covered under employee health plans are:
• Legal spouse or registered domestic partner
• Dependent children, stepchildren, or registered domestic partners' children, up to age 26 for medical, dental, and vision coverage.
• A disabled child above 26 who meets the disabled child requirements of the health