Administrative Assistant; LTE

The Client Services section in the Finance & Asset Management Department is seeking a highly motivated, detail-oriented, and customer-focused administrative assistant to join our team. Administrative Assistants provide frontline service to employees and the public across multiple channels, including in person, by phone, email, and online. This position serves as the City’s primary Employee Transportation Services & Parking Coordinator, overseeing employee commuting and parking programs at major worksites in alignment with State Commute Trip Reduction (CTR) requirements.

Key responsibilities include supporting approximately 1,500 employees, promoting alternative commute options, and implementing activities that help the City achieve and exceed commute-reduction goals.

The position also supports the City’s Event Program by coordinating meetings and events and providing day-of onsite support. Additional responsibilities include administering secure facility access, issuing badges, and assisting with new employee orientation. The role requires strong technical proficiency and customer service skills to manage multiple software systems, create performance dashboards, maintain complex logs, and evaluate program results.

• Provide frontline customer service to employees and the public, responding to inquiries and service requests in person, by phone, and online.
• Perform general administrative and office support functions, including managing office supplies, preparing documents, handling inter-departmental correspondence, and coordinating travel and related arrangements.
• Maintain and update section documentation such as procedures, job aids, and online resources.
• Interpret and apply guidelines and policies consistently, adapting them to varied or unclear situations.
• Plan, develop, and execute CTR commute-choice marketing, promotions, and employee advisement to meet performance targets and reduce single-occupancy vehicle use.
• Plan and coordinate small to large events, community activities, press conferences, and photo shoots, ensuring scheduling compatibility across meeting and event spaces.
• Ensure compliance with fire, occupancy, security, and liquor control codes and event guidelines; serve as day-of event coordinator with minimal supervision.
• Collaborate, convene, and facilitate teams to advance project, program, and section goals and improve outcomes.
• Develop and deliver in-person training and presentations for audiences of various sizes.
• Review and maintain program documentation; create, monitor, and audit reports.
• Use PowerBI, Excel, and other software to track, analyze, and evaluate trends; identify options to influence outcomes.
• Maintain accuracy and integrity of logs, databases, and data systems; audit records for completeness and correctness.
• Coordinate facility access control systems, including issuing security badges, assigning access, maintaining system architecture, and generating reports.
• Process payment transactions, research and correct discrepancies, manage deposits and cash drawers, reconcile accounts, and resolve out-of-balance issues.
• Coordinate contracts with internal stakeholders and vendors, including routing payments and providing feedback on scope and deliverables.
• Ensure customer compliance with program guidelines, including tracking, monitoring, and issuing warnings
• Lead or oversee the work of support staff, temporary staff, vendors, or contractors as appropriate.
• Perform other related duties as assigned.

• Strong communication skills, including clear written and verbal communication, effective editing of business materials, and the ability to use translation tools to support diverse customers.
• Solid customer service expertise, including managing…