What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT position at Park City Municipal Corporation?
JOB SUMMARY:
The Administrative Assistant supports the Transit Manager, Transit Director, and the Transportation Planning Manager. The role requires a combination of strong organizational skills, effective communication, and high attention to detail to support various functions such as scheduling, document management, financial processing and data management.
TYPICAL DUTIES:
- Responsible for digital filing and organizing in compliance with City retention guidelines, along with providing document controls and tracking executed files.
- Assists with account payable tasks including processing invoices, reimbursement programs, vendor contracts, and related accounting items while collaborating with department project managers and contract vendors to obtain financial information, reimbursement forms, and ensure timely payments.
- Develop and maintain complex filing systems, and keep orderly records as assigned. Provides back-up support by sorting and distributing incoming and outgoing information, including mail, when necessary.
- Work closely with teams across departments to understand their data requirements and provide support. Collaborate with IT, finance, and other relevant teams to ensure data accuracy and consistency.
- Performs organizational administrative support that may include distribution and ordering of materials, maintaining inventory, tracking expenditures, meeting preparation support, maintaining contact lists, and scheduling travel and meetings[AU2]
- Supports the preparation, entry, and maintenance of transportation data (i.e. mileage, fuel use, inventory) and other relevant metrics, ensuring accurate and comprehensive records for the team.
MINIMUM QUALIFICATIONS:
- High school diploma or equivalent.
- Proficient with Microsoft Office Suite, including Excel or related software
PREFERRED QUALIFICATIONS:
- Associate degree (or equivalent experience) in business, office management, or related field.
- Bi-lingual in English and Spanish, facilitating effective communication with diverse audiences.
- Familiarity with Laserfische and Docusign, or other digital signature software.
WORKING CONDITIONS:
- Job primarily performed in an office setting. May occasionally have non-traditional working hours which may include rotating on-call, evenings, weekends, and holidays.
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 duties, responsibilities, and skills required by personnel so classified. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
