Administrative Assistant

Ottawa County Transportation Agency • Oak Harbor, OH • 21h ago

POSITION: Administrative Assistant
STATUS: Full-time
REPORTS TO: Transit Director
FAIR LABOR STANDARDS: Hourly/Non-Exempt/Classified
SUMMARY: The primary purpose of the Administrative Assistant is to provide administrative support to the Ottawa County Transportation Agency.
RESPONSIBILITIES:
Clerical Services
Opens and distributes mail, maintains forms, reports, record and paperwork specific to the Ottawa County Transit Board.
Provides general administrative support to the Transit Director and other Section Managers.
Orders, maintains and stocks office supplies.
Files, copies and scans agency documents.
Payroll and Employee Benefits
Processes timely reports for the Management Team.
Record payroll information appropriately and distribute payroll checks.
Provides information and required forms for all benefits available to OCTA staff.
Maintains and accurately processes employee payroll and benefits in a timely manner.
Administrative Duties
Records and prepares Transit Board meeting minutes and provides monthly financial report/update to the Transit Board.
Maintains financial and inventory records in accordance with county records
retention policy.
Assists Director in processing payroll and benefits for Ottawa County Auditor.
Manages incoming/outgoing mail and correspondence with appropriate county entities.
Prepares correspondence as directed by the Transit Administrator.
Maintains employee personnel files, sets up required training and provides new employee orientation/training.
Assists with the monthly grant reimbursements invoice, and with preparation of monthly board meetings.
Assists Director with preparation of federal and county budgets including periodic revisions.
Accounts Payable
Assures proper procurement of all supplies, for operations of transit system.
Prepares purchase orders, vouchers, and reports relative to accounts payable per requirements of County Auditor and State Examiner.
Prepares reports of transactions as required by Management Team and/or Board.
Immediately notifies Management Team of discrepancies.
Prepares purchase orders, vouchers, and financial reports and maintains vendor and revenue files.
Assists with yearly audits.
Accounts Receivable
Prepares invoices and bills to passengers and contract agencies and maintains proper records of billing activity.
Collects and documents trip count from drivers manifests.
Prepares deposits (pay-in to county treasury) of revenue/receipts in a timely manner according to schedule as set by State Examiner.
Prepares reports of transactions as required by Management Team and/or Board.
Immediately notifies Management Team of discrepancies.
Prepares maintenance bills to appropriate agencies based on established hourly rate and data provided by maintenance department.
Reconciles daily fares and contract payments in a timely manner.
Inventory Management
Develops and maintains an inventory management system that complies with all local, state, and federal laws and regulations.
Works with Management Team to properly dispose of equipment beyond its useful life.
Maintains equipment inventory.
Operations
Other duties as assigned.
General
Possesses a positive commitment and a passion for the mission and vision of the Ottawa County Transit Board.
Adheres to policies and standards as adopted by the County, contract agencies, and other governmental bodies as appropriate.
Maintains professional ethics in keeping with the confidentiality of information and material accessed.
Performs other duties as assigned by the Transit Director.
Maintains appearance of the office and own appearance in such a manner as to enhance the prestige and dignity of the department.
Represents OCTA to the public in a positive manner.
Main

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