Administrative Assistant

The Administrative Assistant will report directly to the General Manager of Mountain Transit Authority (MTA) and will provide high-level administrative support for staff through a variety of tasks related to organization and communication

ESSENTIAL FUNCTIONS:

• Perform clerical duties such as filing, photocopying, scanning, and faxing.
• Handle incoming and outgoing communications, including answering and directing phone calls, emails, and other correspondence.
• Schedule and coordinate meetings, appointments, and travel arrangements for administrative staff.
• Prepare and edit documents, reports, and presentations.
• Maintain office supplies inventory and place orders as needed.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system for important and confidential documents.
• Support the finance department with processing invoices for payment.
• Handle sensitive information in a confidential manner.
• Provide general support to visitors and ensure they follow security requirements.
• Act as Recording Secretary for MTA.
• Input all data for the TIMS's Program, perform all background checks and keep all staff up to date on training requirements.
• Input and control the annual reporting of the National Transit Database for FTA.
• Prepare monthly reports and distribute all reports to the Board of Directors after approval of the General Manager.
• Track all employee call offs in an Excel Spreadsheet.
• Take all passengers and community complaints and process them to the appropriate staff for review.
• Track and complete all monthly reports assigned and report to the appropriate agency. Fill all reports monthly when completed.
• Serves as backup for other staff office duties as assigned by the General Manager.
• Travel is required daily and overnight as needed.
• Create and send memos, emails and other communications for the General Manager and other Management Staff.
• Update, type, edit and maintain policies and procedures as assigned and approved by the General Manager and Board of Directors. Must distribute new policies and procedures to all staff and must document such actions through a signature process.
• Must be a self-starter, professionalism is required, and work without little supervision.
• Collect all timesheets for each payroll and submits to appropriate staff person.
• Collect and distribute all income and outgoing mail and provide all incoming mail to the General Manager.
• Other duties as assigned. This position falls withing the Safety Sensitive role under the Drug and Alcohol Program.

EDUCATION/EXPERIENCE:

Associate or bachelor's degree is preferred, or High School diploma with three years of experience in public transit; or equivalent combinations of education and experience.

MINIMUM REQUIREMENTS:

• Proven administrative or assistant experience.
• Proficiency in MS Office (MS Excel, MS Word, PowerPoint, Access, and MS Outlooking, in particular).
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Strong organizational skills with the ability to multi-task.
• Excellent written and verbal communication skills.

PHYSICAL DEMANDS:

The employee is regularly required to use hands to finger, handle, or feel objects, tools or controls. The employee frequently is required to sit; reach with hands and arms; climb and balance; stoop, kneel, crouch, or crawl. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to twenty pounds. The employee may experience repetitive motion of wrists, hands and or/fingers. The employee is required to see, talk and hear.

WORK ENVIRONMENT:

The noise level in the work environment is usually moderate.

SALARY:

• Based on experience and qualifications. Range between $17 - $18.50 per hour.
• Excellent benefits package.

BENEFITS:

MTA offers a competitive benefits package, including health insurance, retirement, paid time off and more!

MTA enforces a strict substance abuse policy providing for a safe drug-free / alcohol-free work environment and is part of the FTA Drug and Alcohol Program Policy.

Job Type: Full-time

Pay: $17.00 - $18.50 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Work Location: In person

Salary : $17 - $19