Administrative Assistant Job at The Ride Ann Arbor in Ann Arbor

The following FULL-TIME position posting will be open until January 21, 2025:

ADMINISTRATIVE ASSISTANT - FLEET & FACILITIES

Hiring Range: $25.00 to $32.00 per hour

Hiring Range Commensurate with Experience Hybrid remote/in-office work schedule available

Ann Arbor Area Transportation Authority is an Equal Employment Opportunity Employer

HIRING PROCESS

January 1, 2025, to January 21, 2025 - Employment Applications

1. Submit an Ann Arbor Area Transportation Authority Employment Application Form (on-line or paper), completed in its entirety by the posted deadline.
2. Apply online at theride.org
3. Paper applications must be received in the AAATA office at 2700 S. Industrial Highway, Ann Arbor, MI 48104 by 5:00pm on the posted deadline date. Paper applications are available at the same address.
4. Faxed or emailed applications will not be accepted.
5. Late and incomplete applications will not be accepted.

After January 27, 2025 - Interviews will begin

1. Qualified candidates selected for an interview will be notified via telephone.
2. Applicants who are not selected for an interview will receive notification they are no longer being considered.

SUMMARY/OBJECTIVE The Administrative Assistant is responsible for providing general clerical services and administrative support to the Department Manager and Supervisors. This position coordinates and processes confidential information including payroll and employee records. The Administrative Assistant provides clerical support including collection and entry of data, writing reports and correspondence, filing, answering phone calls and questions, preparing timekeeping reports, and maintaining attendance and performance records. This role is also responsible for processing department invoices, purchase orders, and check requests for payments, and performs other duties as required.

Accountabilities and Essential Functions:

1. Provide general clerical and administrative support to the Functional Manager and Department:

1. Support department leadership with daily administrative duties including typing, filing, proofreading, mail services, meeting and appointment scheduling and other functions as requested.
2. Monitor and assist in conference scheduling for the Department Manager.
3. Process department work orders, purchase orders, requisitions utilizing organization accounting software and procedures.
4. Perform personnel related clerical activities as requested.

2. Assist, maintain or prepare reports for the Department:

1. Responsible for data collection and entry, report generation, and presentation preparation for department specific data, metrics, and other information.
2. Assist in the preparation of attendance and performance reports.
3. Manage weekly and monthly payroll/fringe reports.
4. Attend meetings and keep minutes as needed.
5. Participate in the annual budget development and other projects as needed or requested.
6. Assist with preparation and administration of work and vacation bids, work schedules, and reports related to other personnel matters.

3. Support and track the issuance of infraction notices to employees violating AAATA policies and procedures.

Knowledge, Skills, and Abilities:

• High School diploma, equivalent (G.E.D.), or a formal training program after high school of approximately one year in duration preferred.
• Minimum of 3 years of administrative or clerical experience preferred.
• Excellent communication ability, both verbally and in writing.
• Ability to work on multiple concurrent tasks with frequent interruption.
• Ability to attend, memorize and retain detail.
• Ability to read and interpret documents and instruments.
• Ability to perform simple math calculations.
• Strong problem solving and reasoning ability.
• Ability to work under frequent stress.
• Interact with a variety of personalities - frequent customer contact.
• Perform as an effective team player.

Physical Demands:

Physical Demands

• Stand - Occasionally
• Walk - Occasionally
• Sit - Frequently
• Use of Hands/Fingers - Constantly
• Reach - Occasionally
• Climb - Rarely
• Crawl - Not Applicable
• Squat or Kneel - Occasionally
• Bend - Occasionally

Lift/Carry

• Less than 10 lbs - Occasionally
• 10 - 29 lbs - Occasionally
• 30 - 59 lbs - Rarely
• 60 - 100 lbs - Not Applicable

Push/Pull

• Less than 10 lbs - Occasionally
• 10 - 29 lbs - Occasionally
• 30 - 59 lbs - Rarely
• 60 - 100 lbs - Not Applicable

Reports to:

Department Manager