Administrative Specialist

Administrative Assistant

Provides administrative and clerical support to the Director of Mobility and the Mobility Division. Work involves routine and moderately complex administrative tasks, maintaining records, preparing documents, coordinating schedules, and supporting daily office operations. The role requires initiative, attention to detail, professionalism, and the ability to work independently within established procedures while maintaining awareness of division policies and practices.

Major Duties and Responsibilities:

Administrative & Clerical Support

• Provides general administrative support to the Director of Mobility and Mobility Division staff.
• Screens calls, visitors, mail, and inquiries; responds to routine questions or directs issues to appropriate staff.
• Types, edits, and processes letters, memoranda, reports, minutes, and other documents from drafts or verbal instructions.
• Maintains organized and accurate filing systems, records, and documentation.
• Handles confidential information in accordance with City and CATS policies.
• Assists with preparing presentations and meeting materials.

Scheduling & Coordination

• Schedules meetings, conference calls, and internal appointments.
• Coordinates logistics for division meetings and small events, including room setup and participant notifications.
• Tracks follow-up items and ensures materials are prepared ahead of scheduled activities.

Customer Service & Communication

• Provides courteous and professional customer service to staff, vendors, and external partners.
• Responds to routine inquiries and assists with general information requests related to Mobility operations.
• Communicates effectively with internal departments to support administrative workflows.

Financial & Budget Support

• Prepares purchase requisitions and monitors order status.
• Assists with maintaining budget tracking spreadsheets.
• Reconciles financial transactions and organizes supporting documentation in the designated financial system.
• Supports project-level budget updates by entering data, checking for accuracy, and maintaining records.

Office Operations

• Maintains office supplies, equipment needs, and inventory for the Mobility Division.
• Supports onboarding tasks for new staff (badge requests, workspace setup, basic orientation materials).
• Performs miscellaneous administrative tasks as assigned to support division operations.

Knowledge, Skills and Abilities:

• Ability to communicate effectively with staff, vendors, and customers.
• Strong attention to detail and accuracy.
• High ethical standards and ability to maintain confidentiality.
• Ability to work independently within established procedures.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong verbal and written communication skills.
• Ability to maintain spreadsheets and work in multiple databases.
• Basic understanding of budget tracking and financial reconciliation.
• Ability to work collaboratively across department lines.

Minimum Qualifications:

Requires high school graduation/GED with three years of experience or Associates degree with one year experience of administrative assistant experience supporting multiple managers, preferably supplemented by college-level courses in a related field, extensive computer skills (Microsoft Office Suite) in a fast-paced, customer-service driven environment. Computer and typing proficiency exams will be required for the final candidate. Must be able to pass a pre-employment drug test, a criminal background check, DMV report, and be eligible for a City Driving Permit.

Preferred Qualifications:

Workday experience

Experience with processing invoices, payroll & travel experience.