Department Office Assistant - Transportation Central

Job Description

Job Title: Department Office Assistant

FLSA Exemption Status: Non-Exempt

Classification Group: Educational Office Professionals

Supervising Position: Director or designee

Pay Plan: Educational Support Personnel

Pay Range: Range 07

Last Updated: 7/16/2024

Pay Information

Benefits Information

JOB SUMMARY: Perform a broad range of administrative, clerical, and support tasks at a central department.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The subsequent duties outline the fundamental operations of the position and exemplify the nature of the tasks carried out. They do not encompass a comprehensive inventory of the obligations and responsibilities fulfilled in this role. The approximation of frequencies and time allocation percentages are flexible and subject to the requirements of the organization. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Task Descriptions Frequency Percentage of Time
1.
Greet and welcome visitors to the department/building. Answer and screen telephone calls, take messages, and assist staff, students, parents/guardians, and community members with concerns and questions. Daily 20%
2.
Schedule meetings and appointments for staff, supervisor, outside representatives, and other stakeholders. Prepare agendas, reserves, and facilities, and record and transcribe minutes of meetings. May arrange and coordinate travel schedules and reservations. Maintain and update calendar for department events or special activities. Daily 20%
3.
Draft letters, memorandums, reports, and related materials (e.g. newsletters, announcements, etc.). Compose and type routine correspondence. Provide support to the department with regular and special projects. Daily 15%
4.
Organize and maintain file system, which may include simple databases, personnel records and actions, surveys, legal documents, evaluations, etc. File correspondence and other records, which may include entering data. Daily 15%
5.
Operate word processing equipment to store, edit, format, print, and revise letters, memorandums, databases, reports, forms, labels, and other printed material. Daily 10%
6.
Read, route, and respond to incoming mail. Locate and attach appropriate files with correspondence to be answered by department/building administration. Prepare outgoing mail and correspondence, including emails and faxes. Daily 5%
7.
Perform basic monitoring and bookkeeping of budgets. Weekly 5%
8.
Order and maintain supplies/inventory and arrange for equipment maintenance. May process electronic purchase and warehouse orders and other financial documents. Weekly 5%
9.

Perform other duties as assigned or requested.
Daily 5% TOTAL 100%

REPORTING RELATIONSHIPS: This job has supervisor responsibilities including, but not limited to, interviewing, hiring, directing work, assigning work, supervising work, training, evaluating, disciplining, and terminating. Direct reports:

• N/A

MINIMUM QUALIFICATIONS: The minimum prerequisites of formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other criteria that a candidate must fulfill to be considered for a position. It is essential that certifications, licenses, endorsements, designations, and trainings are fulfilled, valid, and not expired.

• Criminal background check and fingerprinting required
• High School Equivalency (HSE) diploma
• One (1) year of professional administrative assistant/clerical, human resources, budget, payroll, accounting, banking/loan servicing, or operational school support experience
• Basic knowledge of typical office equipment such as telephones, copiers, fax machines, email, etc.
• Basic knowledge of common computer application software
• Basic knowledge of Microsoft Office Intermediate interpersonal relations skills
• Intermediate verbal and written communication skills
• Intermediate organizational skills
• Ability to operate common office equipment
• Ability to work alone and with others
• Ability to write routine reports and correspondence
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and policy books

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS: The physical demands, mental functions, cognitive capacities, and work environment factors required to perform a position's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Light work strength level (lifting or carrying up to 25 pounds)
• Primarily works indoors
• Typically a moderate noise level
• Work location is subject to change to meet the requirements of the organization
• Frequent standing and walking
• Frequent bending and reaching
• Frequent lifting, pulling, and pushing
• Manual dexterity to operate a computer keyboard
• Repetitive motions
• Speaking and hearing
• May occasionally be exposed to outdoor weather conditions
• Normal office environment

DESIRED QUALIFICATIONS: Formal education, professional work experience, certifications, licenses, endorsements, designations, trainings, and other qualifications relevant to the position that are strongly preferred but not mandatory for a candidate to be considered.

• Experience working in the public sector
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds
• Racially conscious and culturally competent with the skill, will, capacity, and knowledge to commit to a culture of continuous improvement