Rapid Transit System Administrative Assistant

Description

ABOUT US

Looking for a career that moves people—literally? Join the Rapid Transit Division (RTS) and be part of a team that keeps our community connected! Every year, RTS proudly provides over 435,000 rides through RapidRide, Dial-a-Ride, and Youth Ride Free services, ensuring safe, reliable, and affordable transportation for all. If you’re passionate about making a difference and keeping our city on the move, we want to hear from you!

The City of Rapid City offers fantastic benefits including 2 healthcare options with low premiums, 6% employer-matching retirement, life insurance benefits, short-term disability, and generous vacation and sick leave. Check out the Benefits tab for a full list of benefits.

Union

This position is part of the AFSCME union. Applications within the bargaining unit will be considered first.

Position Details

ABOUT OUR JOB

The RTS Administrative Assistant will be responsible for administrative and front-line customer support for internal and external customers, which includes City of Rapid City employees, public officials, and the general public. Work assignments may vary depending on the needs of the Division and/or Department the incumbent supports, as well as the incoming phone calls, emails, and walk-up traffic.

Essential Duties and Responsibilities:

• Provides front-line customer service by answering phones, greeting public visitors, and directing callers and visitors to the appropriate individuals.
• Prepares, posts, and distributes notices, publications, and various types of electronic or hard copy correspondence. May include, but not limited to website maintenance, agendas, records, transcriptions of minutes, policies, procedures, reports, resolutions, ordinances, public service announcements, advertisements, specifications, and statistical data.
• Prepares and maintains electronic and hard files.
• Assists in tracking critical information for the division and/or department. May include, but is not limited to vouchers, contracts, permits, invoices, grant agreements, certifications, payments, time sheets, and various City programs.
• Utilizes time and task management tools such as databases, software programs, and workflow processes
• Orders equipment and supplies, prepares and processes purchase orders, and arranges for equipment maintenance and repair as necessary.
• May be designated Payroll time-keeper for a workgroup, division, or department.
• Assists in maintaining a calendar of events, and coordinating various types of meetings, conferences, or special events. Schedules other appointments as needed by the division and/or department.
• Assists with travel arrangements, runs errands as needed, and attends meetings (possibly outside of normal business hours).
• Assists with any other administrative requests and special projects deemed necessary by the division/department. Serves as backup for other Administrative positions within the Division and/or Department.
• Maintains confidentiality and uses discretion at all times.

Additional Information

ABOUT YOU

We appreciate your time and encourage you to apply if you meet the following minimum qualifications:

Qualifications:

• High School Diploma or General Education Degree (GED) with a minimum of one year of directly related administrative support experience in a professional office environment.
• A combination of education and experience deemed appropriate to fulfill the role and responsibilities of this position will be considered.

• Demonstrated knowledge of general office support procedures.
• Demonstrated proficiency with Microsoft© Office products, other general business software, including web-based systems, and any other software/systems deemed critical by the hiring authority.
• The ability to perform a wide variety of administrative duties, often changing from one task to another of a different nature without loss of efficiency, attention to detail, or composure.
• Excellent customer service, interpersonal, time management, and organizational skills with the ability to prioritize work and meet deadlines.
• Initiative to successfully execute duties and responsibilities with minimal oversight.