Administrative Assistant

Objective & Relationships

CITY OF JANESVILLE DIVERSITY STATEMENT:
The residents of Janesville choose this community, not just as a place to live, but as a place to realize life’s opportunities. We strive to sustain a community culture where differences are recognized, understood, and appreciated. As such, the City of Janesville recognizes the importance of developing an environment where diversity is not merely accepted but embraced and celebrated. As public servants, we believe everyone has the right to be treated with dignity and respect. To this end, we will diligently recruit and retain the most talented employees in an environment that fosters maximizing one’s potential. Therefore, we encourage individuals from all backgrounds, perspectives, and experiences to consider employment with the City of Janesville and serve the residents of “Wisconsin’s Park Place”.

OBJECTIVE:
Under the general direction of the Transit Director, the Administrative Assistant for Janesville Transit is responsible for coordinating, developing, and managing varied and complex financial and administrative functions. The Administrative Assistant provides exceptional customer service to riders, the general public, and JT employees and maintains a high level of financial and data reporting accuracy.

RELATIONSHIPS:
Reports to: Transit Director

Has extensive work contact with the general public, adult riders, Transit Management & division employees. Has regular work contact with student riders and their families, city employees, social workers, non-profit agencies, vendors, community groups, and other governmental agencies.

Supervises: None.

Essential Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by the incumbent. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provides exceptional service as the primary customer service contact for JT; provides extensive route and JT procedure information to the general public by phone, in-person, or electronically; receives customer complaints and summarizes concerns in writing for JT Management; greets and directs visitors at the Transit Services Center.
• Confirms accuracy and completeness of daily time system punches, assigns each work period the proper budget code, maintains calendar control, and prepares the weekly report of hours worked.
• Serves as cashier to include preparing daily bank deposit, reconciling the cash drawer, selling fares and enabling/troubleshooting MyJTS fare collection accounts.
• Serves as primary contact for social service agencies purchasing fare materials on behalf of their clients, including communicating procedures, reviewing forms for accuracy and completeness, fulfilling orders, managing voucher payments and liaising with clients, guardians, social workers, and third-party payee administrators.
• Prepares, maintains, reconciles and distributes ridership, eligibility and revenue data to assist in the preparation of reports, invoices and correspondence.
• Processes accounts payable batches, applications, forms, incoming mail, billing requests, sales orders, purchase orders, records, receipts, and website updates timely and accurately.
• Establishes, updates, and organizes applications, calendaring, correspondence, eligibility lists, files, records, and meeting materials in electronic or paper form, including confidential information.
• Serve as primary contact to uniform, vending, and office equipment vendors for requests, questions and orders.
• Operates two-way radio as needed to communicate with drivers, division staff, and other dispatchers, as necessary.
• Maintains a safe, clean, welcoming and orderly reception area, conference room and copy/supply room, including ordering and inventorying supplies and keeping filing cabinets tidy.
• Follows all safety regulations, policies, and procedures; reports all unsafe conditions and acts to supervisor; reports all accidents to the supervisor immediately whenever possible; follows recognized safe work practices.
• Performs other special projects and other job duties as assigned or required during regular and non-business hours.
• All employees may be assigned by the City Manager or their designee to perform duties and assume responsibilities that are outside the scope of their work duties when the City Manager has declared a City disaster or the City Emergency Operations Center has been initiated.

Minimum Position Requirements/Qualifications

The requirements listed below are necessary to perform the essential duties of the position.

• A High School diploma or equivalent is required. Additional training in administrative and office skills is desirable.
• A minimum of 3 years of office support, administrative, professional clerical, finance, insurance, bookkeeping, or social work experience is required.
• A valid, state-issued driver’s license at the time of hire and an acceptable driving record are required.

• Familiarity working with people with disabilities, seniors, and third-party administrators is desired.

• Thorough knowledge of modern administrative or office support procedures and practices.
• Thorough knowledge of computer applications and software, such as Microsoft Word and Excel.
• General knowledge of bookkeeping principles and practices.
• General knowledge of cash receipting principles and practices.
• Working knowledge of map, route and timetable reading.

• Organizational and time management skills to prioritize duties and accomplish a high volume of work product while adapting to constant changes in priority.
• Exceptional communication skills, both verbally and in writing, paired with a strong customer service background and effective interpersonal skills.
• Quality control and attention to detail skills to produce highly accurate work product.
• Collaboration skills to effectively work with others to achieve common goals through communication, teamwork, and problem-solving.
• Critical thinking skills to effectively analyze situations and solve complex or technical problems in a timely manner.
• Intermediate level of technical proficiency skills, including computer applications and software such as Microsoft Office, Excel and Adobe Acrobat.

• Ability to work independently with minimal supervision, manage time effectively, and meet assigned deadlines.
• Ability to work under pressure in a fast-paced environment with fluid priorities, frequent interruptions, and multiple, sometimes competing, work assignments, with accuracy and attention to detail.
• Ability to comprehend, interpret and articulate transit map, route, and timetable information to the general public.
• Ability to compose routine correspondence and routine reports in a clear, concise, logical, and effective manner, utilizing proper grammar, spelling, punctuation, sentence structure, and tone.
• Ability to accurately complete and maintain required data and reports.
• Ability to communicate effectively, both verbally and in written form, and to follow verbal and written instructions in a timely manner.
• Ability to learn and apply new technology to accurately and efficiently use online portals to complete tasks associated with a municipal transit agency, including website content, fare collection, and reporting.
• Ability to perform basic mathematical calculations, including the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, and to compute percentages.
• Ability to comply with all safety policies, practices, and procedures, and report all unsafe activities or conditions to supervisor.
• Ability to maintain a valid, state-issued driver’s license.

• Establish and maintain effective working relationships with the general public, adult riders, Transit Management, division employees, student riders and their families, city employees, social workers, non-profit agencies, vendors, community groups, and other governmental agencies.
• Exhibit exceptional professionalism, confidentiality, tact, and decorum in all areas of work duties.
• Strong ethics base built upon integrity, honesty, initiative, and respect; maintain strict confidentiality.
• Interact positively with a diverse group of individuals and work effectively both as part of a team and independently.
• Embrace and actively promote an inclusive and equitable work environment.
• Conduct all business and working relationships in an accurate, fair, equitable and highly ethical manner.
• Work with the public in a fair and consistent manner, maintaining objectivity and excluding personal bias while performing job duties.
• Reliable, timely, and proactive in the completion of duties, meeting deadlines and responding to inquiries.
• Work with others in a positive and supportive manner to solve problems, generate ideas, and accomplish division and City goals.

Supplemental Information

EQUIPMENT, INSTRUMENTS, AND MACHINES:
Machinery and equipment, including two-way radio, computerized cash register, computerized online portals and industry-specific software, cell phone, personal computer, printer, telephone, fax machine, copier, scanner, 10-key calculator, digital camera, JT-owned SUV or van, and standardized or specialized office equipment.

WORKING CONDITIONS AND PHYSICAL FACTORS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works in an office environment. An individual in this position is frequently involved in sedentary work, which requires sitting for the majority of the time. This position occasionally walks, stands, stoops, kneels, crouches, crawls, and exerts up to 25 pounds of force by lifting, carrying, pushing or pulling objects. The employee is frequently required to see/observe, talk/speak, and listen/hear; use their hands to finger, handle, feel, or operate objects and equipment; repetitive arm, wrist, hand, and eye movements are included. There is frequent twisting, reaching, wrist turning, and grasping. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Hand-eye coordination is necessary to operate computers and various pieces of equipment. The employee is required to use cognitive ability to reason, analyze, and verbalize thoughts and ideas. Working conditions require the ability to recognize and identify similarities or differences between characteristics of colors, shapes, and sounds associated with job-related objects, materials or tasks.

The employee may, on occasion, be exposed to outside weather conditions, including extreme heat, extreme cold, and wet and/or humid conditions. The working conditions in the office environment are comfortable. The noise level in the office environment is generally quiet to moderately noisy. The employee may occasionally be exposed to diesel exhaust fumes and other noise/odors from the maintenance/garage area.

A regular, Monday – Friday, 40-hour work schedule is required for this position. Attendance at occasional special events is required. Opportunities for additional hours beyond the 40- hour work week may be available. Limited, non-routine remote work opportunities may be considered for this position.

Under the U.S. Department of Transportation, Federal Transit Administration, this position is considered safety-sensitive and is subject to the Agency’s rules and regulations regarding drug and alcohol testing, including the City’s drug and alcohol testing policy.

DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position, or is responsive to the needs of the City of Janesville.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Janesville, Wisconsin, is an Equal Employment Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.