Administrative Assistant I/Ii

Humboldt Transit Authority•Eureka, CA

10h•Onsite

About The Position

The Administrative Assistant I/II position involves performing responsible administrative and customer support duties for the Authority. This includes receiving and responding to inquiries, coordinating and monitoring daily transit operations (driver assignments, service activity, schedule changes, service disruptions, dispatch), preparing documents and reports, processing payments, and providing other support as assigned. The Administrative Assistant I is an entry-level position with less experience and fewer duties than the Administrative Assistant II, working under closer supervision. The Administrative Assistant II is the journey-level class, performing the full range of duties with less supervision. Advancement from I to II is based on demonstrated performance and qualifications.

Requirements

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.
Contribute effectively to the accomplishments of Authority goals, objectives and activities.

Responsibilities

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.