Administrative Assistant

Position Title:

Administrative Assistant

Job Code:

Job Code: ADMAST

Pay Range:

$24.13 - $31.46

Job Description:

JOB TITLE: ADMINISTRATIVE ASSISTANT

EXEMPT

REPRESENTED

SUMMARY

Performs the primary Administrative Assistant functions for the agency, while performing the more complex secretarial and word processing duties, including taking and transcribing minutes, filing, record keeping, and photocopying.

SCOPE OF RESPONSIBILITY

Individuals assigned to this classification are expected to be skilled in broad clerical matters and perform independently in accordance with established procedures. Work situations are both regular and varied and require thorough knowledge of department functions, policies, and practices. This position reports to the Executive Office Manager/Clerk of the Board or a Department Chief, who provides supervision.

ESSENTIAL FUNCTIONS

The following summarizes the essential or key responsibilities/attributes of the position the incumbent will be required to perform with or without reasonable accommodation:

Receive incoming telephone calls and record messages. Direct callers to appropriate personnel as required.

Assist Human Resources with the scheduling of interviews for recruitment. May provide assistance directing candidates during on-site interviews.

Respond to inquiries from the public or other departments to provide information which is available and known, or direct to proper individuals within the agency.

Process all incoming and outgoing U.S. mail for the agency and maintain daily and monthly records. As needed, assist with distributing incoming interoffice mail and preparing outgoing interoffice mail.

Prepare memos, letters, reports, forms, certificates, fliers, assignment sheets, Rider Alerts, weekly Operator Alert, and other items. Develop proper report and correspondence layout, arrangement, and grammatical composition; ensure inclusion of all pertinent information from multiple sources.

Utilize e-mail program for processing information, scheduling meetings, and reserving conference rooms.

Prepare, proof, copy, and assemble the employee newsletter, booklets, and manuals for the agency.

Perform word processing functions including medical packets, schedule changes, bid runs, paddles, bids, Requests for Proposals (RFP), Requests for Statement of Qualifications (RSOQ) and all subsequent items that need to be prepared, such as legal notices, Invitation to Bid (ITB) lists, RFP logs, paratransit eligibility letter, no-show letters, and the daily coding and input of Incident/Accident Reports.

Plan and arrange own work sequence based on scheduling priorities. Obtain information as necessary (via telephone, e-mail, Internet, and other sources) in order to complete own work.

Proofread completed documents for errors in format, grammar, spelling, and context.

Collect, select, classify, and compile data from several sources and make summary reports as required. May involve statistical calculations and tabulations in accordance with established formulas, equations, and technical data.

Provide coverage and clerical support to all departments when vacation, sick leave, or when heavy workloads are experienced by other Administrative Assistants.

Set up, maintain, and file documents in the department's filing systems, including paper files and electronic files in the agency's electronic document management system. Archive file documents at year's end, both in the filing system and in computer directories.

Attend meetings for the purpose of taking and transcribing minutes.

Use office machines: computer, binding machine, folding machine, laminator, cutting machine, adding machine, fax, photocopier, and other office equipment standard to the agency.

Perform other clerical duties as required.

OTHER FUNCTIONS

Monitor, order, and stock office supplies for Operations Center (2425 NE 65th Avenue, Vancouver, WA 98661) and the Administration Building (10600 NE 51st Circle, Vancouver, WA 98682).

Troubleshoot copy machines and assist other employees with software use or minor computer problems.

May be required to drive a C-TRAN vehicle for work-related activities.

Perform other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Requires high school diploma and one (1) year of business-related course work.

Requires two (2) years' equivalent work experience. Additional work experience may be substituted for course work.

Requires a thorough knowledge of modern secretarial and office procedures including files and records management.

Requires competency in grammatical composition, spelling, proofreading, and document layout.

Proficiency with Microsoft Word, Excel, Outlook, and other desktop publishing preferred.

Must be able to work with numbers accurately and understand verbal instructions.

Requires 50 wpm typing.

Requires ability to operate a multi-line call routing system.

Requires ability to use tact, discretion, and courtesy in interdepartmental, Board of Directors, and public contacts.

Requires the ability to communicate clearly and concisely in writing, in person, and on the telephone.

Requires the ability to work under pressure situations and deadlines.

Must have the ability to work harmoniously with coworkers as a member of a team. Requires good public relations skills and the ability to instill and present a positive image of C-TRAN.

ADDITIONAL REQUIREMENTS

Regular, dependable attendance required.

Must be able to comply with C-TRAN's nonsmoking policy and function in a nonsmoking work environment.

Must maintain a physical condition which, either with or without accommodation, allows completion of all essential duties

If selected for the position, documentation that you are a United States citizen or an alien lawfully authorized to work in the United States will be required to establish your identity and work authorization in accordance with the employer's obligation under the Immigration Reform and Control Act of 1986.

This position is covered under the provisions of an agreement with the Amalgamated Transit Union, Local 757.

If selected for this position, employment will be conditional pending completion of a criminal background investigation.

All employees are required to retain public records, in accordance with C-TRAN's Public Disclosure Policy No. 510. A public record is defined in RCW 42.56.010(3) as any writing that is prepared, owned, used, or retained by any state or local government agency, and which contains information that relates to the conduct of government, or the performance of any governmental or proprietary function. The term "writing" is broadly defined in the Public Records Act, to include not only traditional written records, but also photos, maps, videos, voicemails, webpage and social media content, emails, text messages and tweets (RCW 42.56.010(4)).

The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive list of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.
Our EEO Policy

CTRAN is an equal opportunity employer (Minorities/Females/Disabled/Veterans). We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, disability, veteran status, or any other basis protected by applicable federal, state or local law.

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