ADMINISTRATIVE ASSISTANT

Department / Division: TRANSIT / ADMINISTRATION

FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 13

Purpose of Job

The purpose of this job is to provide administrative and secretarial support to the Transit Department. Duties and responsibilities include, but are not limited to, performing all payroll functions, departmental accounting, purchasing, budget preparation, preparing correspondence, maintaining files, and performing additional tasks as assigned.

Essential Duties and Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Prepares and processes payroll for the entire department processes payroll records for the department tracks employees work hours by function records sick leave usage per month, per division. Prepares reimbursement requests and submits to appropriate state agencies. Prepares and processes purchase orders, including typing requisitions, placing orders, obtaining quotes, etc. Processes and verifies payment of invoices. Prepares and processes personnel actions (e.g., new employees, changes, etc.) and requisitions for employment. Organizes and maintains general, financial, and personnel filing systems prepares and files all departmental records and correspondence. Drafts andor types correspondence, letters, public notices, forms, reports, etc., for Transit Department staff. Assists the department head with compilation of data for budgeting process prepares notes and comments to provide support and documentation for budget requests, maintains cost projections for budgetary proposals, and prepares final documents. Assists in the preparation of bid specifications. Maintains account ledgers posts and balances all accounts. Maintains departmental petty cash fund processes vouchers for each receipt. Makes travel arrangements for staff prepares travel expense reports makes arrangements for banquets and other functions. Makes appointments for the staff and coordinates meetings. Types route descriptions, schedules, run cuts, reports, sign-up sheets, etc. Orders and maintains inventory of office supplies. Receives and processes orders for charter or special services, notifies Transit Supervisor and maintenance staff of charter requirements, prepares invoices, and posts payments for charter services. Counts fare media and bills the appropriate agency. Prepares accounts receivable and other revenues verifies monies and deposits received from sales of fare media. Receives, sorts, distributes, and posts all U.S. mail, interdepartmental mail, and commercial delivery packages for the department on a daily basis. Verifies all deposits and expense accounts. Assists in dispatching, answers phonestwo-way radio schedules lift clients, prints schedules for van drivers, pick-up lifts clients, etc. Performs other related duties as required.

Knowledge, Skills and Abilities

Has general knowledge of the policies, procedures, and activities of the Transit Department as they pertain to the performance of duties relating to the position of Administrative Assistant. Has the ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental andor governmental regulations. Has comprehensive knowledge of the terminology used within the department. Has the ability to communicate effectively with supervisors and other staff members. Has the ability to use independent judgement in routine and non-routine situations. Has the mathematical ability to handle required calculations. Is able to utilize and understand computer applications and techniques as necessary in the completion of daily assignments. Has the ability to plan, organize andor prioritize daily assignments and work activities. Is able to comprehend and apply the regulations and procedures of the department. Has a good working knowledge of accounting invoices, billing statements, reports, maps, schedules, ledgers, budget amendments, etc., and procedures and methods as required in the performance of duties. Has knowledge of contemporary office practices and procedures, accounting principles, bus routes and schedules, accounting, federal grant guidelines, and Athens-Clarke County and Public Transit policies, procedures, and regulations. Has skill in the use of various software packages. Has skill in the use of computers, typewriter, and fax machines, copy machines, coin counter and other office equipment.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent with three years of secretarial, governmental bookkeeping, accounting, computer applications and training, or related experience required an Associates degree in business, secretarial science, or related discipline preferred or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Supervisory experience is preferred. Must possess a valid drivers license. Must possess or have the ability to acquire Notary Public status.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS:

Must be physically able to operate a variety of machinery and equipment including computers, typewriters, and other office equipment. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to fifty pounds of force occasionally, andor up to twenty-five pounds of force frequently. Physical demand requirements are at levels of those for medium work.

DATA CONCEPTION:

Requires the ability to compare andor judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION:

Requires the ability to speak andor signal people to convey or exchange information. Includes receiving assignments andor directions from supervisors. Requires effective communication with the public, staff from other departments, and other state, local, and federal agencies.

LANGUAGE ABILITY:

Requires ability to read a variety of federal regulations, bid documents, invoices, billing statements, schedules, time sheets, run cuts, ledgers, amendments, manuals, guidelines, and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare invoices, billing statements, bus maps, schedules, ledgers, budget amendments, and reports using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.

INTELLIGENCE:

Requires the ability to learn and understand basic principles and techniques to acquire and be able to expound on knowledge of topics related to primary occupation and to make independent judgement in the absence of management.

VERBAL APTITUDE:

Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas add and subtract totals multiply and divide utilize and determine percentages, and compute discount and interest. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment (e.g., rulers, yardsticks, tape measures).

MOTOR COORDINATION:

Requires the ability to coordinate hands and eyes in using office equipment.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as computers, fax machines, copy machines, and other office equipment. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eyehandfoot coordination.

COLOR DISCRIMINATION:

May require the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency and deadlines.

PHYSICAL COMMUNICATION:

Requires the ability to talk andor hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone, two-way radio, and interpersonally.

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