Administrative Assistant II - Transportation

Essential functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills, and other characteristics listed below. This list of responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Summary

Under immediate supervision, the Administrative Assistant II performs the full range of clerical, office, secretarial and reception duties and provides support services to the Hays County Transportation staff. The work involves filing, daily customer relations, word-processing, and mail distribution. This position facilitates the work of the Hays County Transportation staff and has an immediate impact on the operation of the Hays County Transportation Office.

• Receives office visitors and telephone calls while answering routine inquiries and screens calls or callers.
• Responds to questions pertaining to departmental policies and procedures.
• Listens to complaints or concerns of callers and visitors.
• Provides instruction on the completion of forms or makes referrals to other sources of information.
• Takes messages and refers to appropriate Transportation staff.
• Manages the uniform account, provides department employees and account representative with uniform information, and monitors the account records for correctness.
• Schedules preventative and other maintenance on department equipment and vehicles, and generates fuel and other vehicle and equipment reports.
• Assists in managing the driveway permit program by responding to general questions, providing instruction on the completion of the application, and typing permits and other correspondence.
• Sorts and files forms, reports, correspondence and related documents.
• Conducts research related to the specific case or situation.
• Analyzes complex data.
• Prepares documents for filing.
• Examines letters, forms, documents or reports for accuracy and reports for discrepancies to supervisor.
• Establishes, organizes and maintains departmental filing systems.
• Codes, tabulates and assembles statistical and related data, prepares and maintains a record of department special projects including documentation on changes in the project scope, tracking all expenses.
• Gathers, collates, classifies and posts information to assigned department records and computer system software for all road projects.
• Types standard forms, letters and other materials from rough draft. -
• Composes and produces documents, adhering to tight time constraints as legally required.
• Assists with data entry as needed into the assigned computer system.
• Operates office machines including personal computer, photocopier, fax, calculator, and adding machine.
• Picks up, sorts and delivers mail, written materials and supplies to various locations.
• Requisitions supplies and maintains various inventory and records.
• Schedules appointments and keeps calendars.
• Assures the services delivered meet quality and timeliness standards.
• Communicates all changes and problems to supervisor.
• Performs other duties as assigned.
  
  

Any combination of experience or training may be substituted on a year for year basis.

• Requires High School diploma or GED.
• Requires two years full time experience in secretarial, office/clerical or related work.
• Bilingual preferred. (Spanish and English)
• Notary Public may be required.
• Class C TX Driver’s License.