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Administrative Assistant
1 month ago
External Job Title: Administrative Assistant
Internal Job Title: Regulatory Assistant (For-Hire Vehicle)
Maintaining efficiency and economy in operations management requires flexibility in job assignments. While each employee shall have a primary responsibility for the job in which that employee has been hired or later promoted to, each employee may be expected to perform other jobs from time to time.
SUMMARY:
Under the direction of the For-Hire Vehicle Administrative Manager, the Regulatory Assistant provides administrative support to staff and processes permit applications and other business requests for various current and prospective drivers from diverse cultural backgrounds. The Regulatory Assistant is the For-Hire Vehicle Administration's first contact with members of the public to provide information about the For-Hire Vehicle business requirements and serves as the clerk of the Taxicab Advisory Committee, interacting with other MTS staff, public officials, and other regulatory agencies to ensure the flow of business information and customer service.
EXAMPLES OF DUTIES:
Essential Functions
- Plans, initiates, and completes a variety of complex administrative duties for the executive and professional staff.
- Performs data entry and updates to the For-Hire Vehicle Administration database.
- Compiles data (e.g. number of permits) in order to prepare reports regarding For-Hire Vehicle Administration activity.
- Assists in the processing of new permit applications, permit transfers, and other related items by collecting fees, insurance and other required documentation.
- Assists with special projects and coordinates with other MTS staff to ensure timely project completion.
- Assists employees in other MTS departments by responding to questions about For-Hire Vehicle Administration departmental policies and requesting information that may be needed.
- Reviews documents for accuracy and completeness.
- Maintains electronic files and mailing lists.
- Schedules and clerks quarterly Taxicab Advisory Committee and related subcommittee meetings, which includes preparing and distributing meeting packets to committee/subcommittee members and interested parties as well as interacting with City staff.
- Transcribes minutes for all related Taxicab Advisory Committee meetings and subcommittee meetings.
- Interacts directly with For-Hire Vehicle permit holders, assisting with the submission of various required documents and annual regulatory fees. All communications are expected to be performed in a positive and professional manner.
- Responds promptly and accurately to customer concerns and requests, as well as all e-mail and written correspondence requesting information regarding For-Hire Vehicle Administration.
- Prepares responses to requests for public records.
- Opens, tracks and enters data for service complaints in customer relationship management database.
- Assists the For-Hire Vehicle Administration Manager as needed.
Duties may include, but are not limited to, the following:
- Performs other duties as assigned.
QUALIFICATIONS:
Knowledge, Skills and Abilities
Knowledge of, or ability to learn, MTS policies and regulations; ability to read, understand, and apply MTS policies and regulations; ability to write letters, memoranda and reports using clear, concise and grammatically correct English; ability to speak clearly, distinctly, and effectively in person-to-person or small group situations using tact and diplomacy; ability to coordinate and initiate actions necessary to implement decisions and delegate responsibilities to appropriate personnel; ability to establish and maintain priorities in order to complete assignments by deadlines without detailed instructions; skill in verifying the accuracy and completeness of forms and reports; knowledge of Microsoft Word and Excel and the ability to learn and use other software that MTS might have or acquire; knowledge of standard office administrative and secretarial practices and procedures; knowledge of USPS rules and pricing.
Physical Requirements
The successful candidate must be able to fulfill the physical demands of the job such as walking, stooping, sitting, bending, reaching for overhead files and occasional lifting (must be able to lift up to 15 pounds). Must be able to operate a motor vehicle and perform tasks involving manual dexterity, such as use of a computer and 10-key. Work will at times require more than 8 hours per day or an irregular work week to perform the essential duties of the position. Duties will be performed primarily in an office type environment and may require travel to external locations and agencies.
Experience/Education/Certificates/License(s)
High school graduate with at least five years of administrative assistant experience. Must be able to take and transcribe dictation at 70 WPM and able to type 65 WPM (corrected). Must possess and maintain a valid California driver's license.
GENERAL:
Must satisfactorily pass all applicable examinations including, but not limited to, a pre-employment physical, drug screen and background check.
SALARY GRADE:
Salary offers are based on factors such as knowledge, skills, abilities, and relevant experience, while taking into account internal equity, budget constraints, and other market factors. This position is salary grade #7, which has a minimum of $60,856 and a maximum of $86,416. Salary grades are typically adjusted annually to ensure they remain market competitive.
Hiring Range: DOQ*
DISCLAIMER: The above described job elements are intended to indicate the general nature and levels of work being performed by employees assigned to the job. They are not intended to be an exhaustive list of duties, responsibilities and skills required of employees so classified. Management retains the discretion to add to or change the duties of the position at any time.
