Administrative Specialist

Title: 560 - Administrative Specialist

Organization: B-Metro

Department: General Admin

Location: Brownsville Metro

Rate of Pay: $16.51

The Administrative Specialist will assist in Multimodal-Transportation service tasks by providing a high level of customer support, administrative and fiscal support. The Administrative Specialist is responsible for document preparation, data entry, assisting with special projects, scheduling meetings and travel arrangements, responding to public requests and inquiries, handling purchase orders and invoices, maintaining files and inventory, ensuring efficient and effective operation of services that are provided for the public and customers.

Speak English and Spanish fluently. This position works under general supervision under the Administrative Supervisor.

• Safety Acumen
• Self-Leadership
• Customer Service
• Communication
• Self-Awareness
• Flexible
• Critical Thinking
• Trust
• Responsible
• Ethical

• Reads, interprets and follows procedures as necessary.
• Possesses the ability to manage time efficiently to accomplish goals and tasks.
• Must be customer service oriented, have a customer friendly attitude and professional appearance at all times.
• Maintains professionalism and technical knowledge.
• Works effectively under pressure and stringent schedules and produces accurate and satisfactory results.
• Capable of working with management, internal department, other departments and staff to maintain a positive image of the division and services.
• Responds to questions from management, clients and public in a proficient manner.
• Responsible for learning bus schedules and routes.
• Communicates effectively at all levels, both orally and in writing.
• Possesses genuine interest in training and leadership of team members.
• Creates, revises, and edits correspondence and documents such as memos, letters, invoices, reports and/ or agendas.
• Prepares and processes invoices, receipts invoices against purchase order costs and quantities to reflect actual delivery status of items.
• Performs and supervises general office activities, i.e., greeting visitors warmly, data entry, filing, photocopying, faxing, scanning, processing outgoing and incoming mail, and distributing messages to team members.
• Performs accounting functions such as balancing receipts and ledgers.
• Responsible for cash handling transactions and accountability.
• Performs human resources functions such as payroll preparation.
• Responsible for reservation of Community Room events.
• Order supplies and maintains departmental inventory.
• Answers and redirects phone calls.
• Assists with special projects.
• Maintains and updates filing systems.
• Records and keeps inventory ledgers up to date.
• Performs data entry functions.
• Monitors Parking Garage Surveillance Cameras and assists with exiting gate issues for customers and coordinates with Maintenance Coordinator or Crew Leaders.
• Prepares and reconciles fuel reports.
• Counts daily bus fare revenue for deposits and ensures vault equipment is properly maintained.
• Assists in ADA eligibility process, including site visits, application review, applicant interviews, eligibility certification, file management and appeals process.
• Works with taxi companies to ensure ordinance requirements are observed. Must be familiar with city ordinances and conscious of changes to ordinances.
• Works a flexible work schedule to include weekends.
• Performs related tasks as assigned.

High school graduation or GED plus two years of experience.

Knowledge in computer software and customer service preferred.

Valid Texas Driver’s License.

Average judgment; must recognize and resolve problems such as bad grammar, type of procedure to…