MOT Administrative Assistant

MOT Administrative Assistant

Under the direction of the Department Director or designee, perform complex and responsible office management duties requiring independent judgment and analysis; plan, organize, supervise and participate in the clerical operations and routine administrative details of an assigned department to deliver high professional services to sites and departments.

Reports To: Director of MOT or designee

Terms Of Employment: Up to 260 work days Variable hours Classified Confidential Salary Schedule

Required Qualifications:

• Education: High School graduate or equivalent to completion of Twelfth Grade
• Knowledge of: English language usage, spelling, grammar and punctuation
• Office procedures and operation of office equipment and machines
• Ability to: Be proficient in generating correspondence, forms, reports and technical data
• Perform functions related to departmental records keeping
• Determine and preserve confidential information
• Utilize most current software systems, including Microsoft Office (Excel, Word, PowerPoint, & Publisher)
• Experience: One-year experience in office procedures

Essential Functions Of This Position:

• Perform a variety of responsible clerical and secretarial duties in support of the department; assure smooth and efficient office operations; assure warehouse activities comply with established safety regulations, policies and procedures.
• Greet and assist warehouse and office visitors; initiate and receive telephone calls; screen and route calls; take and relay messages; respond to inquiries and provide information related to office and warehouse functions, operations policies and procedures; resolve issues as appropriate.
• Ensure timely delivery of communication to appropriate staff, sites, departments, families or outside agencies; exercise independent judgment in resolving routine matters or directing to appropriate staff.
• Assist with the work orders system. Prepares periodic lists of outstanding work orders, schedules, status and completed orders. Prepare requisitions, order office supplies; Contact vendors regarding shortages or other discrepancies.
• Prepare and maintain a variety of records, logs and reports related to training, insurance, driving, shipments, inventory, purchase orders and assigned activities; establish and maintain filing systems; process a variety of forms and applications; duplicate materials as needed; prepare routine correspondence and reports.
• Input a wide variety of data into an assigned computer system; create queries and generate purchase orders and computerized lists, records and reports; assure the timely distribution and receipt of a variety of records and reports related to assigned activities.
• Maintain Frontline/ASEOP to track employee absences; assign substitutes if necessary; track and record employee vacation and time requests following the bargaining agreement.
• Communicate with other departments, vendors and various outside agencies to exchange information, coordinate activities and resolve issues or concerns.
• Attend and participate in meetings and in-service trainings; set-up and schedule Department meetings.
• Maintain work area in a clean and orderly condition; pick-up and dispose of paper and other debris Sort/Distribute incoming and outgoing mail. Maintain, distribute and account for school site keys. Maintain District vehicle records and DMV pool; issue keys in accordance with established procedures.
• Documentation of any worker's comp injury pertaining to MOT

Other related functions of this position: Other related duties as assigned.