The Administrative Assistant performs clerical and data entry duties for Administration.
Essential Functions:
- Purchase Order Management: Oversee all aspects of purchase order functions, including preparation, maintenance, reconciliation, and ensuring accurate documentation and adherence to proper procedures.
- Administrative Support: Perform administrative duties for the President/CEO and Deputy CEO/General Manager, acting as the primary point of contact, maintaining schedules, and fostering effective communication and relationships with all staff and patrons.
- Policy Development and Implementation: Collaborate with executive leadership to plan, develop, and implement new methods, policies, and procedures aimed at improving operations, reducing costs, minimizing waste and abuse, and enhancing resource utilization.
- System Consultation: Advise the Deputy CEO/General Manager on system-related issues, providing guidance and solutions to address failures or concerns.
- Regulatory Compliance: Stay informed about current organizational and industry trends, ensuring compliance with FTA’s BPPM, FTA, and State regulations. Maintain and annually update the Procurement Policy and Purchasing Procedures Manual.
- Invoice and Material Verification: Verify invoices for accuracy, ensure materials ordered are received, and act as a liaison between vendors and BTD when necessary.
- Financial Responsibilities: Count fare box revenue bi-weekly or as needed, reconcile daily deposits, and serve as a backup for receptionist duties when required.
- Timekeeping and Payroll: Reconcile operators' time using Trapeze and BTD-developed programs, create timesheets, release them to supervisors, and make necessary corrections upon approval.
- Knowledge Maintenance: Stay updated on all services provided by BTD and affiliates, as well as BTD’s program policies and procedures.
- Confidentiality and Professionalism: Maintain confidentiality of information and uphold professional relationships with customers, employees, and supervisors.
- Compliance with Standards: Adhere to BTD standards, including Drug & Alcohol, ADA, EEO, Title VI, Code of Conduct, and safety policies and procedures.
- Alertness and Safety: Maintain a constant state of alertness and operate in a safe manner. Public Representation: Present yourself as a public representative of the agency when required, ensuring professionalism and adherence to company standards.
- Operational Support: Serve as a backup driver for routes as assigned, assist in travel training, run various errands, and support the operations department as needed.
- Reporting and Documentation: Assist in creating documents, preparing for board meetings, gathering data for reporting and compliance, and supporting various reporting needs.
- Additional Duties: Perform other duties as assigned.
Quality Assurance:
- Develop and conduct an on-board quality assurance program.
- Travel throughout the service area of BTD to observe the facilities, operations and BTD staff.
- Meet with staff of all levels to ensure that the policies and procedures of BTD are being followed by all staff as a quality assurance measure.
- Ensure that all policies and procedures of BTD are implemented consistently and if not, discuss this with the appropriate supervisor for resolution.
- Provide updates to the Deputy CEO/General Manager after visiting each location.
- Ensures all transit operations facilities adhere to BTD policies and procedures.
- Monitors or reviews calls or other correspondence between representatives and customers.
- Improves customer service experience, creates engaged customers and facilitates positive growth.
- Takes ownership of customer issues and follows problems through to resolution.
- Collects data and prepares reports on customer feedback, needs and inquiries.
- Conducts research and analytical studies on a variety of programs and issues.
Benefits:
- Paid Holidays
- Paid Vacation
- Retirement
- Medical
Requirements:
- No CDL required.
- Must have a valid Class C license.
- Must be able to pass DOT physical and drug screen.
Education and Experience:
- Equivalence to a high school education.
- Must be able to type 40 words per minute.
- Candidates must be proficient in Microsoft Office Suite- Word, Excel, and Outlook.
- Customer service experience preferred.
- Five years increasingly responsible secretarial experience.
- Data Analysis- inspecting, cleaning, transforming, and modeling data to discover useful information, draw conclusions, and support decision-making.
- Degree preferred
EMERGENCY RESPONSE/RECOVERY ACTIVITIES - All employees will be required to work before, during, or after an Emergency. During an Emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location and work schedule to fit the needs of the County and its citizens.