Administrative Assistant: Santa Cruz Metropolitan Transit District

Administrative Assistant: Santa Cruz Metropolitan Transit District

JOB SUMMARY
Under general supervision, performs difficult and responsible administrative duties and support functions for a department, and
performs other related duties as assigned.

DISTINGUISHING CHARACTERISTICS
An incumbent in this class is expected to understand department procedures, policies, and functions in order to interpret, transmit and apply them to a variety of situations; relieve management of administrative detail; have access to information handled by management and is expected to know what is confidential and the extent to which it is confidential; exercise independent judgment within established systems and procedures; prioritize and accurately complete work in a timely manner with minimal supervision.

EXAMPLES OF DUTIES
In addition to the duties described for the Administrative Clerk (see below): type correspondence, reports, margin notes, general instructions or machine transcription using a typewriter or computer; Prepare and assist in the preparation of correspondence, reports, budget documents, manuals, minutes, agendas and other written material by gathering information and source documents,
researching information, contacting staff and management within the METRO and other agencies, compiling and organizing content, selecting formats, editing, proofreading and coordinating the clerical work of others; prepare, monitor, and process a variety of transactions including purchase requisitions, budget requests and transfers, expenditure claims and personnel/payroll actions; answer telephone calls and provide information and resolve routine problems, schedule meetings, maintain appointment calendars, greet visitors and make travel arrangements; maintain and update complex record keeping systems; provide administrative services at meetings
and for committees; coordinate and execute special projects and assignments.

Examples of Duties for Administrative Clerk: Greets public and refers them to appropriate official and departmental staff; answers telephone and assists the public by referring them to the appropriate personnel, answering inquires on administrative matters and giving out standard forms; types reports, memoranda, record, contracts, letters specifications, minutes, agendas, documents, statistical and other data from rough drafts, and/or transcribing machine as assigned. Corrects grammar, punctuation, spelling and proofreads copy; provides employment applications and other
materials to the public; develops, maintains and updates general administrative files; operates standard office equipment, such as typewriter, photocopy machine, postage meter, microfilm reader, microfiche reader and word processing and transcription equipment;
distributes agendas and other materials; utilizes District computer software and terminals in performing job tasks; prepares and distributes inter-office mail; handles confidential materials, records, files and other privileged information; drive METRO vehicles to transport METRO officials and pickup or deliver materials, correspondence or documents; performs office duties as directed. In addition the Clerk position may also: assist in information retrieval from files and library reference material; register METRO vehicles and maintains appropriate records and files; performs administrative duties associated with Board and employee travel, conferences and training seminars; arranges for meetings and performs details related to meeting preparation; act as key operator for METRO copy machines and maintain necessary records; maintain Department petty cash fund; inventory and requisition office supplies; assist the department supervisor and Administrative
Clerk II in execution of general clerical duties as assigned; provide vacation or other temporary relief as required; process financial transactions, using standard METRO purchasing and payment authorization forms; update and maintain METRO's forms file.

EMPLOYMENT STANDARDS
Any combination of training and experience equivalent to four years responsible office clerical experience OR two years responsible
administrative experience. Education equivalent to completion of a one year Certificate of Proficiency in secretarial studies from a
California Community College may be substituted for one year of the required administrative experience or two years of the required office clerical experience. Possession of a valid drivers license or the ability to obtain one prior to employment may be required for
some departments.

Knowledge of: Standard office procedures and practices; business correspondence, formats, report writing and proper business English
usage, punctuation, grammar and spelling; complex filing systems; training principles and practices.

Ability to: Type competently and proficiently; operate standard office equipment including electronic typewriter, computer, photocopier, calculator, and transcribing machine; proficiently
utilize standard office software systems and be able to learn new systems; independently perform varied and difficult administrative
work involving independent judgment, requiring accuracy and speed, often, under pressure; interpret and apply regulations, policies and
procedures applicable to the department; be courteous and exercise tact and discretion in dealing with the public and co-workers,
particularly when handling confidential or sensitive information in person or by telephone; proofread, develop and compose correspondence using proper formatting, English grammar, punctuation and spelling; research data and prepare narrative and statistical reports, maintain accurate records, make routine arithmetical calculations, and monitor departmental expenditures; establish and maintain effective and co-operative working relationships with co-workers and the public; interpret and apply labor contract
provisions including payroll and employee benefit administration; coordinate workload of several projects concurrently.

APPLICATION PROCEDURE
An application packet may be obtained at SCMTD, or by calling 831-423-5582, ext. 143, 24 HR JOB HOTLINE 831-426-6022 / TDD: 711. Applications must be received by Human Resources, 370 Encinal Street, Suite 100, Santa Cruz, CA 95060 by 4:00PM on 9/28/2009. A proficiency test will be administered as part of the recruitment
process. Web site: http://www.scmtd.com

AA/EOE