External Job Title: Administrative Assistant
Internal Job Title: Administrative Assistant II
Maintaining efficiency and economy in operations management requires flexibility in job assignments. While each employee shall have a primary responsibility for the job in which that employee has been hired or later promoted to, each employee may be expected to perform other jobs from time to time.
SUMMARY:
This individual performs a broad range of administrative duties for the Director of Rail Facilities.
EXAMPLE OF DUTIES:
Essential Functions
- Plans, initiates and completes a variety of complex secretarial and clerical duties for the executive and professional staff.
- Liaises with contractors/vendors and works closely with project managers to assess company needs and coordinate scheduling and follow-ups.
- Composes routine correspondence using initiative and creativity in oral and written communication.
- Researches and compiles accurate data to prepare reports and correspondence for signature and submission to high-level authorities by set deadlines.
- Ensures that correspondence and report deadlines are met, and that all information distributed is accurate and complete.
- Assembles and summarizes material from files, cross-references data and locates information requested by general instructions.
- Supervises other secretarial/clerical staff as directed.
- Assists employees in other departments by relaying instructions, advising on San Diego Trolley departmental policies and requesting information needed by other professional staff.
- Reviews documents for accuracy and completeness.
- Maintains employee files, mailing lists and office supplies.
- Oversees the posting and distribution of materials for Facilities supervisors and employees.
Duties may include, but are not limited to, the following:
- Perform other duties as assigned.
QUALIFICATIONS:
Knowledge, Skills and Abilities
Knowledge of or ability to learn MTS policies and regulations; ability to read, understand and apply MTS policies, regulations and union labor contracts; ability to write letters, memoranda and reports using clear, concise and grammatically correct English; ability to speak clearly, distinctly and effectively in person-to-person or small group situations using tact and diplomacy; ability to coordinate and initiate actions necessary to implement decisions and delegate responsibilities to appropriate personnel; ability to establish and maintain priorities in order to complete assignments by deadlines without detailed instructions; skill in verifying the accuracy and completeness of forms and reports; knowledge of Microsoft Word and Excel and the ability to learn and use other software that MTS might have or acquire; knowledge of standard office administrative and secretarial practices and procedures.
Physical Requirements
The successful candidate must be able to fulfill the physical demands of the job such as walking, stooping, sitting, bending, reaching for overhead files and occasional lifting (must be able to lift up to 15 pounds). Must be able to operate a motor vehicle and perform tasks involving manual dexterity, such as use of a computer and 10-key. Work will at times require more than 8 hours per day or an irregular work week to perform the essential duties of the position. Duties will be performed primarily in an office type environment and may require travel to external locations and agencies.
Experience/Education/Certificates/License(s)
An associate's degree or equivalent is required, as well as three years of executive level secretarial experience, preferably in public service. Must be able to take and transcribe dictation at 80 WPM and able to type 75 WPM (corrected). Must possess and maintain a valid California driver's license.
GENERAL:
Must satisfactorily pass all applicable examinations including, but not limited to, a pre-employment physical, drug screen and background check.
SALARY GRADE:
Salary Offers are based on factors such as knowledge, skills, abilities, and relevant experience of the successful candidate, while taking into account internal equity, budget constraints, and other market factors. This position is in salary grade #3, which has a minimum of $47,311 and a maximum of $67,182. Salary grades are typically adjusted annually to ensure they remain market competitive.
HIRING RANGE:
DOQ
DISCLAIMER: The above described job elements are intended to indicate the general nature and levels of work being performed by employees assigned to the job. They are not intended to be an exhaustive list of duties, responsibilities and skills required of employees so classified. Management retains the discretion to add to or change the duties of the position at any time.