Administrative Assistant - Casper Area Transit

City of Casper•Solid Waste Facility - Casper, WY

11d•Onsite

About The Position

The City of Casper is seeking an organized, customer-focused Administrative Assistant to support the daily operations of Casper Area Transit. This role serves as the first point of contact for many customers and employees, playing an important role in delivering exceptional service while providing administrative support that helps the public transit system operate efficiently. The position involves performing a variety of administrative and customer service duties, including welcoming and assisting visitors, answering phones, processing financial records, maintaining files, preparing reports, coordinating calendars and meetings, ordering office supplies, and processing mail. The incumbent is responsible for performing semi-skilled administrative support to a single specified area or division.

Requirements

High school diploma or equivalent (G.E.D.) required.
Minimum of one (1) year of experience working in a clerical or administrative support position.
Knowledge of customer service principles.
Knowledge of English language, grammar, and punctuation.
Knowledge of basic mathematical principles.
Knowledge of basic record keeping and file management principles.
Knowledge of time management tools.
Knowledge of modern office procedures, methods and use of technological equipment including database management and computer software programs such as Microsoft Office.
Ability to organize records in an easily retrievable fashion.
Ability to routinely demonstrate the City of Casper core values.
Ability to operate modern office equipment, software and operating systems/applications.
Ability to maintain confidentiality.
Ability to learn and follow applicable procedures and policies.
Ability to accurately proofread numerical and text data.
Ability to accurately type documents at a reasonable rate of speed.
Ability to learn and follow applicable procedures for accounts payable/receivable and Municipal budgets.
Ability to learn and follow applicable procedures for maintaining accurate records and comply with record retention guidelines.
Ability to troubleshoot on office equipment.
Ability to order and maintain office supplies.
Ability to meet deadlines.
Ability to work on a variety of tasks simultaneously.
Ability to work with some level of independence and may lead others with administrative duties.
Ability to perform basic research and review of data.
Ability to prepare basic reports and written correspondence.
Ability to make travel arrangements.
Ability to maintain a neat and professional appearance.
Ability to communicate effectively verbally and in writing.
Ability to follow written and verbal instructions.
Ability to establish and maintain effective working relationships with those contacted in the course of work.
Ability to follow all City safety rules and procedures and immediately report all accidents/incidents or unsafe conditions to a supervisor.
Skill in providing customer service.
Skill in proofreading and editing documents.
Skill in scheduling calendars and coordinating meetings and/or events.
Skill in typing and data entry.
Skill in operating in a courteous, knowledgeable and tactful manner with customers, staff and the general public.
Skill in oral and written communication, sufficient to exchange or convey effective information and to receive work direction.
Skill in operating modern office equipment, software and operating systems/applications.
Skill in note taking.
Skill in accounts payable/receivable.
Skill in maintaining confidentiality.
Skill in time management.
Skill in creating clear and concise reports.
Skill in conflict management and problem solving.

Nice To Haves

Local government experience preferred.
Possession of a valid Wyoming Driver’s License preferred.
May require being, or obtaining, a Notary Public designation.

Responsibilities

Welcome and assist customers, visitors, and employees with professionalism and courtesy.
Answer phones, respond to questions, and direct inquiries to the appropriate staff.
Process accounts payable and receivable, payments, invoices, and related financial records.
Maintain files, records, and databases with accuracy and attention to detail.
Prepare reports, correspondence, and other documents.
Coordinate calendars, meetings, projects, and special events.
Order and maintain office supplies and assist with office organization.
Process incoming and outgoing mail and other departmental communications.
Support Transit staff with administrative projects and provide backup assistance as needed.
Represent the City of Casper by providing outstanding customer service every day.
Perform semi-skilled administrative support to a single specified area or division.
Respond to routine requests for information, directing callers and visitors to appropriately to internal departments or individuals.
Take and transmit messages.
Communicate with the public regarding fees, policies, rules and general information about a division, facility, or event.
Perform various clerical duties utilizing standard office equipment including basic research, making photocopies, and faxing documents.
Utilize software systems and databases; data entry to collect and maintain records.
Train others on administrative level work and temporarily assist in other departments as needs arise in the organization.
Calculate and determine settlements or adjustments for accounts payables and/or receivables.
Maintain a petty cash supply.
Research, track and coordinate all accounts payables and/or receivables for an assigned area.
Receive, process, sort, and/or distribute a variety of mail, internal correspondence, materials, invoices, payments, and/or other applicable items.
Run standard reports according to established timelines, or as directed.
Assist in the coordination and administration of calendaring, special projects, events, and/or programs as assigned.
Respond to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor.
Perform other duties of a similar nature or level.