DEFINITION

Under supervision the Administrative Assistant performs a variety of routine to specialized administrative and office support tasks; @types and edits documents ranging from general correspondence to technical reports and spreadsheets; provides customer services to riders and members of the public; schedules meetings and makes meeting arrangements; performs specialized technical support for District operations; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Administrative Assistant: This is the first working level in the Administrative Assistant series. Employees are expected to use judgment in applying guidelines, processes, and policies and procedures when performing tasks and making decisions. Supervisory oversight is limited to monitoring unusual assignments which fall outside normal operating procedures, and the employee uses initiative in independently carrying out recurring assignments without specific instructions, but refers deviations, problems, and unfamiliar situations not covered by instructions to the supervisor for decision or help. Positions in the Administrative Assistant class series are flexibly staffed; positions at the Senior Administrative Assistant level are normally filled by advancement from the Administrative Assistant level. Progression to Senior Administrative Assistant is dependent on satisfactory work performance, the incumbent meeting the minimum qualifications for the classification, and management approval.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the typical functions of the job.

Greets, answers, screens, and refers visitors and telephone calls; performs receptionist duties at a District facility; answers questions on fares and ridership; maintains a high level of customer service;

responds to requests for information and receives complaints from customers and the public.

Handles cash, credit, and debit transactions related to sale of transit passes.

Provides administrative support for managers, supervisors, and staff; maintains calendars; schedules meetings and makes meeting arrangements including room set up and catering; prepares and distributes

agendas and minutes.

Creates, @types, formats, edits, revises, proofreads, tracks, and prints a variety of narrative, statistical, and technical documents, reports, correspondence, memoranda, designs and revises forms, charts, and

graphs.

Assist in onboarding of new staff, coordinating vacations, and tracking departmental staff time off requests; refer questions to human resources and payroll.

Assists in purchasing activities; solicits quotes, makes purchases, advises on best practices in cost saving and recordkeeping; writes purchase requisitions, distributes purchase orders, verifies receipts, and

approves invoices; reconciles and adjusts year-end closeouts of purchase orders and invoices.

Prepares travel and training requests; confirms travel arrangements for conferences and business trips; compiles expense reports and prepares post travel memoranda.

Picks up and distributes incoming mail; opens, logs, and routes office mail; stuffs, sorts, and prepares outgoing mail for pickup; retrieves, delivers, and sends faxes; coordinates repair of equipment by outside

vendors; submits requisitions for machine supplies.

Monitors and maintains inventories of supplies and materials; @types purchase requisitions and check requests; purchases supplies and materials within established purchasing guidelines.

Obtains data from multiple sources; extracts data elements required; updates and maintains specialized logs and databases; cross-checks data to identify errors and discrepancies for research and resolution;

creates reports and documents in compliance with regulatory requirements.

Prepares, edits, and formats weekly and monthly reports, technical worksheets, tables, and computations; establishes, maintains, and tracks pending projects in database; researches and assembles

information from a variety of sources for the preparation of records and reports; makes arithmetic calculations.

Organizes, maintains, and updates subject, project, tickler, and specialized files; maintains and updates file indexes; removes and archives inactive files; updates technical and operating manuals.

May provide training and orientation to new staff on office procedures and software.

Adheres to all required safety procedures and programs.

Performs related duties as assigned.

QUALIFICATIONS

Knowledge of:

Applicable federal, state, and local laws, codes, and ordinances relevant to the area(s) of responsibility.

Office administration practices and procedures.

Methods and techniques of generating reports and preparing business communication.

District document formatting standards.

District

SONOMA-MARIN AREA RAIL TRANSIT DISTRICT

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