Administrative Assistant

Position Title:

Administrative Assistant

Job Code:

Job Code: ADMAST

Pay Range:

$24.13 - $31.46

Job Description:

ADMINISTRATIVE ASSISTANT

FLSA Non-Exempt

Represented

Summary

Performs the primary Administrative Assistant functions for the agency, while performing the more complex secretarial and word processing duties, including taking and transcribing minutes, filing, record keeping, and photocopying.

Scope of Responsibility

Individuals assigned to this classification are expected to be skilled in broad clerical matters and perform independently in accordance with established procedures. Work situations are both regular and varied and require thorough knowledge of depart­ment functions, policies, and practices. This position reports to the Manager of Human Resources, who provides supervision.

Essential Functions

The following summarizes the essential or key responsibilities/attributes of the position the incumbent will be required to perform with or without reasonable accommodation:

• Answer and forward incoming phone calls, transferring them to appropriate personnel as required.
• Process all incoming and outgoing U.S. mail for the agency. Distribute incoming and outgoing interoffice mail.
• Prepare, proof, copy, and assemble various paper booklets, and paper manuals for the agency
• Prepare memos, letters, reports, forms, certificates, fliers, assignment sheets, Operator Alert, and others. Maintain proper report and correspondence layout, arrangement, and grammatical composition; ensure inclusion of all pertinent information from multiple sources.
• Proofread completed documents for errors in format, grammar, spelling, and context.
• Utilize e-mail program for processing information, scheduling meetings, and reserving conference rooms.
• Use office machines: computer, binding machine, folding machine, laminator, cutting machine, adding machine, fax, photocopier, and other office equipment standard to the agency.
• Data entry of handwritten Incident/Accident Reports.
• Set up, maintain, and file documents including paper files and electronic files. Archive file documents at year’s end, both in the filing system and in computer directories.
• Respond to inquiries from the public or other departments to provide information, which is available and known, or direct to proper individuals within the agency.
• Attend meetings for the purpose of taking and transcribing minutes.
• Provide coverage and clerical support to all departments as a team effort with other Administrative Assistants.
• Plan and arrange own work sequence based on scheduling priorities. Obtain information as necessary (via telephone, e-mail, Internet, and other sources) in order to complete own work.

Other Functions

• Monitor, order, and stock office supplies for Operations Center (2425 NE 65th Avenue, Vancouver, WA 98661) and the Administration Building (10600 NE 51st Circle, Vancouver, WA 98682).
• Troubleshoot copy machines and assist other employees with software use or minor computer problems.
• May be required to drive a C-TRAN vehicle for work-related activities.
• Perform other related duties as assigned.

Knowledge, Skills, and Abilities

Knowledge of

• Requires a thorough knowledge of modern secretarial and office procedures including files and records management.

Skill in

• Requires competency in grammatical composition, spelling, proofreading, and document layout.
• Proficiency with Microsoft Word, Excel, Outlook, and other desktop publishing preferred.
• Must be able to work with numbers accurately and understand verbal instructions.
• Requires 50 wpm typing.

Ability to

• Requires ability to use tact, discretion, and courtesy in interdepartmental, Board of Directors, and public contacts.
• Requires the ability to communicate clearly and concisely in writing, in person, and on the telephone.
• Requires the ability to work under pressure situations and deadlines.
• Must have the ability to work harmoniously with coworkers as a member of a team. Requires good public relations skills and the ability to instill and present a positive image of C-TRAN.
• Requires ability to operate a multi-line call routing system.

Education and Experience

Requires a high school diploma and one (1) year of business-related coursework.

Requires two (2) years’ equivalent work experience. Additional work experience may be substituted for course work.

Additional Requirements

• Re