Under general supervision, perform administrative and office management duties to support the Transportation Department. Responsibilities shall include, but are not limited to payroll functions, database management, meeting scheduling, preparation and management including City Council meetings and other internal and external meetings, purchasing and financial functions, customer service, preparation of educational and department-specific documents and research and reporting.
ESSENTIAL JOB FUNCTIONS:

• Payroll functions, including but not limited to entering information and approving entries for submission, point of contact for resolving payroll disputes.
• Management of client database including but not limited to approving and processing applications and payments, keeping client data current, tracking client balances, and leading the effort to recover money owed.
• Cash management processes including verifying and depositing cash payments.
• Office management duties, including but not limited to developing/maintaining a document management system, scanning, copying, printing, management of mail.
• Assist with processes related to City Council meetings, including but not limited to editing staff reports and meeting documents, submitting documents using the agenda management system, tracking of City Council items and Council-related timelines.
• Assist with purchasing and financial functions, including but not limited to being a department p-card holder, obtaining quotes and preparing procurement documents, tracking, reviewing, processing invoices, ordering supplies, and booking travel.
• Assisting with Business Plan and Scorecard reporting
• Ability to draft correspondence on behalf of the Transportation Department Managers and/or Director.
• Creation of educational materials and data analysis documents for internal and/or external use.
• Customer service for transportation clients that may call or visit with concerns, needs, or questions.
• Assists in a professional and respectful manner in accordance with the Department Policies and guidelines.

OTHER JOB FUNCTIONS:

• Support Transit Schedulers as needed.
• Research information, run and prepare reports.
• Review and edit staff report and other written communication.
• Meeting management - scheduling both internal and external meetings, reserving space, preparing materials.
• Assistance with hiring activities such as submitting job requisitions, setting up interview and corresponding with HR and applicants to complete necessary paperwork.
• Understanding and application of Federal rules and regulations related to document management and retention and grant funds.

MINIMUM QUALIFICATIONS:
Knowledge, Skills and Abilities Required:

• Knowledge of office and administrative practices and procedures.
• Knowledge of cash handling practices, procedures, and best practices.
• Knowledge of customer service techniques and experience developing and maintaining positive citizen

and community relations.

• Ability to deal with conflict and de-escalate potentially adversarial situations.
• High level of initiative and ability to be proactive.
• High level of political awareness
• Skill in effectively communicating both orally and in writing, in a professional manner.
• Skill in establishing and maintaining effective working relationships.
• Skill in using PC Software including current Microsoft Office Suite of applications.
• Skill with organization and attention to detail.
• Ability to exercise discretion and independent judgment utilizing knowledge of the organization's policies.
• Ability to work flexibly, efficiently, and effectively in a rapidly changing environment.
• Ability to work cooperatively and communicate clearly with other departments and other entities (business,
• governmental and social service).
• Ability to review written and presentation material for accuracy.
• Ability to work independently under general instructions.
• Ability to perform a variety of physical skills including but not limited to filing, pulling, seeing, sorting, squatting, standing, stooping, twisting body, typing, walking, and writing.
• Ability to operate a variety of office equipment including but not limited to PC, telephone, calculator, scanner, and copier.
• Ability to prioritize deadlines and tasks.
• Ability to learn new systems and procedures quickly.
• Ability to plan, organize, monitor, and collaborate with stakeholders to accomplish objectives.
• Ability to understand mathematical calculations involving fractions, percentages, and decimals.
• Ability to work within a set schedule.
• Ability to maintain confidentiality and work with sensitive information.
• Ability to read and/or speak Spanish or Vietnamese would be a plus, but not required.

Qualifying Education and Experience:

• Bachelor’s Degree (in public administration, business administration, political science, public relations, or related field).
• OR four (4) years of experience working in an administrative support role.
• OR any equivalent combination of education and/or experience.

Employment Screenings Required:

• Criminal background check