Administrative Assistant I​/Ii

Administrative Assistant

34 HOUR 4 DAY WORK WEEK

DEFINITION:

To perform responsible administrative and customer support duties for the Authority including receiving and responding to inquiries from the public, other Authority staff and outside agencies; coordinate and monitor daily transit operations, including driver assignments, service activity, schedule changes, service disruptions and related dispatch and operational functions; to prepare documents, correspondence and routine reports; to receive and process payments; and to provide other support duties as assigned.

CAREER PROGRESSION The Administrative Assistant I classification is flexibly staffed with the Administrative Assistant II classification. Advancement to Administrative Assistant II may occur once the incumbent meets the qualification standards of the II level, demonstrates an ability to perform and manage the full scope of the work, otherwise meets performance standards, and satisfies any applicable assessment requirements to move to the II level.

Advancement is based on demonstrated performance and qualifications and is not automatic upon completion of a specified period of employment.

DISTINGUISHING CHARACTERISTICS:

Administrative Assistant I - This is the entry level class in the Administrative Assistant series. Positions in this class typically require less directly related work experience than the journey level class. The Administrative Assistant I class is distinguished from the II level by the performance of less than the full range of duties assigned to the II level. Incumbents work under close supervision while learning job tasks, progressing to relatively less supervision as procedures and processes of assigned area of responsibility are learned.

Administrative Assistant II - This is the journey level class in the Administrative Assistant series and is distinguished from the I level by the assignment of the full range of duties. Employees at this level receive relatively less instruction or assistance and are fully aware of the operating procedures and policies within the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from the I level once the incumbent meets the qualification standards of the II level, demonstrates an ability to perform and manage the full scope of the work, otherwise meets performance standards, and any assessment requirements to move to the II level.

SUPERVISION RECEIVED AND EXERCISED:

Administrative Assistant I and Administrative Assistant II

Receives immediate supervision from the Operations Manager.

EXAMPLES OF DUTIES

Duties may include, but are not limited to, the following:

• Serve as first line of contact to external customers via telephone or in person; respond to questions or complaints or refer customers to appropriate staff; provide a variety of general information regarding Authority services; and explain operating policies and procedures.
• Prepare, compile, tabulate and maintain operational data.
• Type and proofread a variety of documents including general correspondence, agendas, reports, memos and statistical reports.
• Order, maintain and reconcile purchases of office supplies, merchandise and other and special purchases related to Authority operations; maintain inventory.
• Dispatch drivers related to road hazards, scheduled work, vehicle assignment, location inquiries, lost and found items, schedule delays or detours, and general issues.
• Coordinate and monitor daily transit operations, including driver assignments, routes, runs, reliefs, special assignments, schedule changes, timekeeping, and coverage needs.
• Monitor driver and service activity using radio, telephone, operational software, GPS/AVL, and other applicable systems.
• Communicate with drivers regarding assignments, schedules, passenger needs, detours, service changes, delays, road conditions, and operational instructions.
• Monitor and document delays, missed trips, passenger wait times, staffing concerns, route issues, and other service disruptions; coordinate approved service adjustments as needed.
• Receive, document, and appropriately escalate accidents, incidents, safety concerns, emergencies, and passenger issues.
• Coordinate communication among drivers, dispatch, supervisors, management, maintenance, and other departments.
• Maintain accurate dispatch sheets and records and assist with service, staffing, incident, and operational reports.
• Exercise sound judgment, prioritize operational needs, and determine when supervisory or…