Administrative Assistant

2 weeks ago

San Diego, United States San Diego Metropolitan Transit System Full time

The Administrative Assistant (Copy Center) is responsible for preparing, copying, binding and delivering copy jobs. The copying aspect of this position is high volume. The Administrative Assistant (Copy Center) should expect to be copying documents approximately 50% of the time. The Administrative Assistant (Copy Center) also procures office supplies, negotiates prices with third-party vendors, prepares bids, performs administrative tasks and acts as back-up for the MTS Receptionist. Essential duties include, but are not limited to, the following:
Essential Functions
- Prepares, copies, binds and delivers copy jobs with varying degrees of complexity.
- Prepares MTS Board of Directors agenda items for duplication, examines agenda items for accurate information and correct attachments, collates items into packages for mail-outs, and schedules delivery of packages to the MTS Board of Directors.
- Responsible for collecting roll call and serving as additional support staff to customers during Board, Executive, and other meetings as necessary.
- Responsible for ordering office supplies and maintaining inventory of all office supplies, including basic necessities, paper, toner, coffee, desks, chairs and miscellaneous items for all Agency locations.
- Responsible for ordering and maintaining stock of all business cards and nameplates.
- Requests bids for office products and office equipment using MTS procurement best practices and prepares contract documents as necessary.
- Responsible for ordering and stocking kitchens on a regular basis.
- Performs cost/benefit analysis and generates reports of savings for office equipment purchases and negotiates with outside vendors to obtain the highest quality goods and services at the lowest possible price.
- Schedules meetings, checks availability of internal and external parties for proposed meetings, reserves facilities and prepares meeting venues with all necessary equipment and documents.
- Prepares purchase requisitions and monitors the corresponding purchase orders and contracts in SAP.
- Uses and maintains Agency credit card to purchase items for all departments with the ability to track and manage reconciliation for supervisor approval.
- Acts as the main back-up for the MTS Receptionist during breaks, meals, vacations, etc. Weighs and affixes correct postage to outgoing mail and requests local deliveries as necessary.
- Composes, types, edits and proofreads a variety of documents, including but not limited to, correspondence, reports and forms.
- Completes a variety of administrative support tasks for the Human Resources Department, as well as other internal departments, in a timely and accurate manner.
- Ability to work in a fast-paced environment with special requests from administrators with the ability to prioritize and organize under pressure.
- Assists and provides relief to 9th and 10th floor Receptionists including answering phones, accepting documents, providing receipts and customer care for miscellaneous issues.

**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 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;
- ability to work independently, using initiative to evaluate and/or analyze existing practices in order to develop new or revised procedures to assist in increasing productivity levels;

Physical Requirements
- 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)
- Possess a high school diploma or GED.
- Four-year college degree in Business, Public Administration or other related field is preferable, but not required.
- At least three years of administrative experience is required.
- Must be able to type at the rate of 65 words per minute. Must possess and maintain a valid California driver's license.

**GENERAL**:
Must satisfactorily pass all applicable examinations including, but not limited to,

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