JOB
Administrative AssistantLink Transit is hiring an Administrative Assistant for Maintenance/Facilities. We are looking for a dedicated, hard-working, reliable person with an attention to detail and understanding of public service (both externally and internally). You will thrive in this position if you are a self-starter who enjoys keeping your team (Manager, Assistant Manager, Supervisors, Maintenance Techs, Vehicle Service Workers, etc.) on track by providing support. At least two years of clerical and administrative support experience required. Your accounts payable and/or automotive or parts experience is a plus.To be successful in this role you are: able to pivot and change directions even with little information. In other words, you like to keep everything moving along as designed but don't get ruffled if something needs to change at the last minute.very well organized and love to keep track of all the details, deadlines, and paperwork.the kind of person who can have three people standing at your desk, three people on hold, and you have it all under control with a smile on your face the whole time!Link Transit meets an essential part of the transportation needs of the communities and citizens of Chelan and Douglas Counties. Our Mission is to provide safe, reliable, and efficient public transportation services that promote access to destinations and quality of life. We offer superior health and retirement benefits as well as a solid commitment to work-life balance, which provides employees the tools to thrive both at work and outside of work. Health and Retirement Benefits include full family medical/dental/vision, LTD, STD, 27 days general leave accrued annually to start, floating holidays (pro rated for new employees), Public Employees Retirement System, and Deferred Compensation Program. Pay Range: $28.43 - $35.51 per hour (hiring wage is within the first three steps of the range $28.43 - 29.87).Work Days/Hours: Monday - Friday 8 AM to 5 PMClosing date: 4 PM on May 31Apply online at www.linktransit.com. Link is an EOE and has a Drug/Tobacco/Marijuana Free workplace. For more information on Link's EEO policy go to www.linktransit.com. POSITION SUMMARY: Under the direction of the Maintenance and Facilities Manager, this position performs a wide variety of difficult and highly complex secretarial and clerical duties in support of an assigned Manager or department; processes administrative matters not requiring the immediate attention of the Manager; coordinates communications and meetings between Manager and other administrators, employees, outside agency representatives and the general public.
EXAMPLE OF DUTIES
ESSENTIAL JOB FUNCTIONS: Assist in processing accounts payable weekly or as assigned; check invoices for proper documentation including authorizing signatures, account numbers, purchase orders, and other data; verify data against vendor statements; check quantities, extensions and tax calculations; input data in computer; process payments and file documentation according to established policies and procedures. Assist in preparation and maintenance of records and reports, such as work orders, etc. Balance vendor statements, ensuring all invoices are received and paid. Track invoices without sales tax; perform audit function for quarterly sales tax reports. Responsible for accounts payable. Track, reconcile, approve, and pay P-Card statements on a monthly basis for all employees who retain P-Cards (approximately 40 cards). Type a variety of materials including reports, correspondence, announcements, bulletins, memoranda, charts, graphs and other documents using word processing and spreadsheet software. Maintain records and reports related to purchase orders and work requests. Responsible for entry of payroll hours for maintenance staff. Responsible for records retention for maintenance and facilities departments. Format, edit, proofread, duplicate and distribute departmental reports, records and other materials. Assist with GovDeals.com auction sales information as needed. Answer telephones and respond to routine questions regarding department operations and services; refer callers to other Agency staff as appropriate. Gather, assemble and organize information from Agency and external sources; research and summarize information; compose correspondence independently or as directed. Maintain computer and paper records and files, including work orders; enter, update and revise information; establish filing systems to facilitate information availability. Schedule appointments, meetings and conferences; take and transcribe notes of meetings; prepare and distribute agendas and minutes. Program electronic media signage. Maintains asset management data for Facilities department: Updates bus stop installation and removal recordsSchedules annual inspections of stop inventory Maintains vehicle maintenance records: Update vehicle additions and removals recordsPrepare preventive maintenance records for timely inspections Prepares/collects maintenance costs/repair data due to accidents. Operate a personal computer and word processing, spreadsheet and database management software; operate office machines including copier, facsimile machine, calculator, transcription equipment and others. Order office supplies and forms.OTHER DUTIES Each employee has an impact on safety in the workplace and it is the responsibility of all employees to share this commitment and to support Link Transit’s efforts to provide a safe and healthful workplace. Perform other related duties as assigned.
SUPPLEMENTAL INFORMATION
WORKING CONDITIONS: The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Working Environment: Work is performed while sitting at a desk or computer terminal, with some standing and walking within the office area. Incumbents are subject to noise from various types of equipment and machines; duties may involve some travel to other locations to conduct work. Physical Demands: Essential functions require the ability to see to read fine print, hear to receive information in person or on the telephone, speak clearly and distinctly to provide information, sit at a desk or computer for extended periods of time. On occasion, will lift and carry supplies/materials weighing up to 25 pounds, however lifting may be performed by other staff.