Administrative Assistant/Dispatcher Relief

3 weeks ago

Arlington, United States RATP DEV USA Full time
Description

This role requires the candidate to provide excellent customer service to internal and external customers at the front desk in the administrative division. Additionally, the position entails performing various complex technical and administrative duties related to personnel functions and assisting in employee processes. The candidate will also assist in the development and execution of administrative communications.

Requirements

OFFICE MANAGEMENT

  • Greets, screens, and directs internal and external customers and phone calls to the appropriate administrative representative.
  • Provides routine information; provides answers to standard questions from internal and external customers.
  • Makes or cancels appointments; verifies meeting dates; schedules meeting rooms.
  • Handles departmental incoming and outgoing mail.
  • Responsible for coding invoices from vendors for payment.
  • Responsible for setting up outside vendors to do business with the company.
  • Responsible for office supply inventory per procurement guidelines.
  • Types standard letters, memorandums, spreadsheets, reports, and forms from drafts.
  • Proofreads materials for accuracy and completeness; makes corrections as needed.
  • Organizes and maintains personnel files; responsible for retention and archiving of all personnel records.
  • Completes, verifies, and submits administrative paperwork, including forms for employment verification, invoicing, and other required forms.
  • Additional Duties as Assigned

EMPLOYEE/COMMUNICATIONS

  • Provides administrative support with daily activities, including assisting with coordination/oversight of employees.
  • Assists with developing written communications; such as intranet and social media updates, newsletters, and HR announcements.

DISPATCHING

  • Dispatcher performs responsible technical work dispatching transit equipment and operators in response to required services.
  • Opening and/or closing of the building at the beginning and/or ending of daily operations
  • Supervises driver sign-in and makes bus assignments.
  • Check the dispatch sheet, make necessary changes, and check operator availability.
  • Supervises operation of the extra board, making necessary assignments in proper rotation.
  • Receives information and complaint calls outside of general office hours.
  • Receives calls by telephone or radio, giving location and description of problems, and dispatches assistance as necessary.
  • Prepares charter assignments as needed.
  • Check operators for proper uniforms check operator daily report sheets.
  • Prepares the extra board
  • Review route modification with supervisors and operators.
  • Reports accidents to police and Road Supervisors.
  • Records operators' time and completes pay record sheets.
  • Records bus defects and coordinates defect reports and change-outs with the Maintenance Department.
  • Maintains dispatcher logs.
  • Inventory buses as needed, check with the Maintenance Department regarding available equipment

  • Requirements
  • Qualifications:
  • High School Diploma or equivalent.
  • Three (3) years of experience in an administrative position.
  • Flexibility to work overtime as required.

We are an Equal Opportunity Employer and Welcome Diversity to our Teams.

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