Fleet Maintenance Administrative Assistant

Under general supervision, it is responsible for performing a variety of professional and/or technical duties in staff capacity supporting the activities and services of an assigned department; also assists the public regarding the assigned department or division.

SUPERVISION

General supervision is provided by the Department Manager.

REPRESENTATIVE DUTIES

The following is a summary of essential functions and duties required for the position of Administrative Assistant. Reasonable accommodation may be made to assist a qualified individual with a disability to perform the essential functions of this position in accordance with the district’s accommodations policy set forth in the Employee Handbook, Section 103. The district reserves the right to modify the essential functions and duties for this position in accordance with its business needs.

• Performs a variety of administrative or executive support tasks, which may be highly confidential and sensitive in nature.
• Reviews and enters data, maintains database(s), records, and files. This involves reviewing and verifying routine data, data entry, establishment and maintenance of filing systems and reports.
• Prepares memorandums, agendas, notices, minutes to meetings, drafts resolutions, and correspondence, as required.
• Exercises proper telephone etiquette, responds to inquiries, takes messages, and forwards inquiries to the appropriate parties.
• Maintains calendars, schedules activities, meetings, and various events.
• Research and compiles data for special projects and reports.
• Serves as the initial point of phone or personal contact for participants, outside agencies and the public concerning department inquiries or complaints about a specific program and its services.
• Ensures compliance with current District and Department specific regulations.
• Assists with monitoring and reviewing expenditure; provides information to appropriate department staff for budget preparation.
• Maintains supplies inventory by checking stock to determine inventory level; anticipates needed supplies; places and expedites orders for supplies; verifies receipt of supplies.
• Works under pressure to meet deadlines.
• Communicate effectively and courteously with employees and the public.
• Coordinates distribution and keeps a log of all incoming memos, submissions, and reports as they are delivered.
• May be responsible for maintenance of office equipment, copy machines, and fax machines.
• Commits self to provide excellent customer service and demonstrate commitment through cooperative team & individual efforts.
• Maintains safe working practices according to district’s rules and policies.
• Establishes and maintains effective working relationships with fellow employees, officials, and the public.
• Perform any other duties as assigned and required by designated department manager.

QUALIFICATIONS

The following describes the knowledge and qualifications required to perform the essential functions and duties of the position of Administrative Assistant.

Education and Experience Guidelines – Any combination of education and experience that would likelyprovide the required knowledge and abilities is qualifying. A typical way to obtain knowledge and abilities would be:

Education: High School Diploma or GED.

Experience: Two (2) years of advanced office administrative support experience. Keyboard and personal computer knowledge required.

License or Certificate: Possession of an appropriate, valid driver’s license with an acceptable driving record.

Knowledge, Skills, and Abilities:

• Must have strong skills in general office management and knowledge of the principles and practices of modern office administration.
• Bilingual preferred (English and Spanish)
• Ability to prepare reports and maintain records and daily logs.
• Clear concise, courteous, and tactful oral and written communications.
• Ability to assess and prioritize multiple tasks, projects and demands.
• Application of good knowledge of department rules and regulations.
• Knowledge of correct English usage including spelling, grammar, punctuation, and vocabulary.
• Application of considerable knowledge of office administration processes and procedures.
• Application of general knowledge of personal computers and word processing software, printers, faxes, copiers, scanners, and calculators.
• Application of general knowledge of basic telephone usage techniques.
• Ability to read and understand legal documents for policy, procedures, and paperwork processing needs.
• Creative, innovative, and initiative taking.
• Ability to evaluate and analyze administrative concerns and present recommendations.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

Environment: The Administrative Assistant functions in a professional office environment. This role routinely involves standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. However, other indoor and outdoor environments may be required due to the nature of the district’s business and various work locations. May be exposed to noise, dust, and inclement weather conditions. May sit or stand for extended periods. Occasional exposure to irate individuals.

Physical: This is a sedentary role; however, some filing and other non-sedentary work is required. This would require the ability to lift files up to 25 lbs., open filing cabinets and bend or stand as necessary; to operate office equipment requiring repetitive hand movement and fine coordination including use of computer keyboard; and to verbally communicate to exchange information.

Vision: Must be able tosee in the normal visual range, with or without corrective devices. Must be able to read.

Hearing: Must be abletohear in the normal audio range, with or without corrective devices.

Travel: N/A

PPE: N/A

Job Type: Full-time

Pay: $16.27 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Vision insurance

Education:

• High school or equivalent (Preferred)

Experience:

• advanced administrative support: 2 years (Preferred)

License/Certification:

• Texas Class "C" Driver's License (Preferred)

Work Location: In person