Administrative Assistant - Casper Area Transit

Administrative Assistant

The City of Casper is seeking an organized, customer-focused Administrative Assistant to support the daily operations of Casper Area Transit. If you enjoy helping people, thrive in a fast-paced office environment, and take pride in keeping operations running smoothly, we'd love to hear from you.

As the first point of contact for many customers and employees, you'll play an important role in delivering exceptional service while providing administrative support that helps our public transit system operate efficiently.

What You'll Do

In this role, you'll perform a variety of administrative and customer service duties, including:

• Welcome and assist customers, visitors, and employees with professionalism and courtesy.
• Answer phones, respond to questions, and direct inquiries to the appropriate staff.
• Process accounts payable and receivable, payments, invoices, and related financial records.
• Maintain files, records, and databases with accuracy and attention to detail.
• Prepare reports, correspondence, and other documents.
• Coordinate calendars, meetings, projects, and special events.
• Order and maintain office supplies and assist with office organization.
• Process incoming and outgoing mail and other departmental communications.
• Support Transit staff with administrative projects and provide backup assistance as needed.
• Represent the City of Casper by providing outstanding customer service every day.

Incumbent is responsible for performing semi-skilled administrative support to a single specified area or division. REPORTING STRUCTURE: Receives general supervision from a Supervisor or Division Manager.

Typical Class Essential Duties

1. Serves as a primary customer service function to a specified division(s) or area and performs semi-skilled administrative support with some independence, including responding to routine requests for information, directing callers and visitors to appropriately to internal departments or individuals; taking and transmitting messages; communicating with the public regarding fees, policies, rules and general information about a division, facility, or event.

2. Performs various clerical duties utilizing standard office equipment including basic research, making photocopies, and faxing documents, ordering office supplies, filing and record retention. Utilizes software systems and databases; data entry to collect and maintain records.

3. May train others on administrative level work and temporarily assist in other departments as needs arise in the organization.

4. Processes accounts payables and/or receivables including calculating and determining settlements or adjustments; accepts payments; may maintain a petty cash supply; and researches, tracks and coordinates all accounts payables and/or receivables for an assigned area.

5. Receives, processes, sorts, and/or distributes a variety of mail, internal correspondence, materials, invoices, payments, and/or other applicable items.

6. Runs standard reports according to established timelines, or as directed.

7. Assists in the coordination and administration of calendaring, special projects, events, and/or programs as assigned.

8. Represents the City of Casper by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor.

9. Performs other duties of a similar nature or level.

Knowledge (position requirements at entry):
• Customer service principles.
• English language, grammar, and punctuation.
• Basic mathematical principles.
• Basic record keeping and file management principles.
• Time management tools.
• Modern office procedures, methods and use of technological equipment including database management and computer software programs such as Microsoft Office.

Abilities (position requirements at entry):
Ability to:
• Organize records in an easily retrievable fashion.
• Routinely demonstrate the City of Casper core values.
• Operate modern office equipment, software and operating systems/applications.
• Maintain confidentiality.
• Learn and follow applicable procedures and policies.
• Accurately proofread numerical…