JOB
Under general supervision, provides responsible, varied and office administrative assistance for management and professional staff and performs related work as required. Responsible for tracking accuracy of the department’s annual budget and general oversight of the District’s bus signage programs. This position requires strong organizational and follow-up skills and the ability to work on many projects. Requires the use of initiative, independent judgment, tact and discretion, particularly when working with District management staff, members of the Board of Directors or representatives of other organizations to exchange information and explain policies and procedures. Applicants must apply online and submit the following documents at the time of application: 1. GGBHTD Online Employment Application 2. Resume (Scan and attach as PDF to your online application) 3. Cover Letter detailing qualifications and related experience (Scan and attach as PDF to your online application) First Review Date: June 17, 2024Second Review Date: July 1, 2024
EXAMPLE OF DUTIES
Prepares a wide variety of correspondence, documents, financial statements, reports and other materials. Reviews finished materials for completeness, accuracy, compliance with policies and procedures, and for correct English and grammar usage Receives and screens telephone calls and visitors; provides information, which may require the use of judgment or the interpretation of policies and procedures Maintains department’s budget, including issuing purchase orders and requisitions for payment, tracking expenses, processing invoices for payment, verifying payment and auditing annual expenditure reports for accuracyEnsure accuracy of District’s transit signage program, including identifying affected signage, updating and producing signage, proofreading signage, ensuring signage is posted and removed in a timely manner and maintaining office records related to the programManage Lost & Found tag program, including maintaining the delivery/inventory information and reordering tags when inventory gets lowCompletes projects accurately from brief oral or written instructions Works closely with others so that assigned correspondence and projects are completed in a timely manner, including keeping appropriate staff apprised of project status and activity Organizes and maintains department files, records and databases Conducts and independently carries through a variety of assigned special projects related to the activities of the departmentProvides administrative support to the Marketing and Communications department staffProcesses fundraiser donation requestsOrders office supplies for the department
SUPPLEMENTAL INFORMATION
Working knowledge of: Standard office administrative practices and procedures, including business letter writing and the operation of common office equipmentRecord keeping, report preparation and filing methodsAbility to: Organize work and establish priorities to meet critical deadlines with a minimum of supervisionUse tact and discretion in establishing and maintaining effective, productive, cooperative working relationshipsUse correct English usage, including spelling, grammar, punctuation and vocabularyUse basic business math Provide varied secretarial and office administrative assistance to one or several managers, supervisors or others Organize and maintain a variety of files, records and databasesResearch, compile and summarize a variety of informational materials and prepare periodic or special reportsCompose business correspondence and complete projects from brief oral or written instructionsUse sufficient speed and accuracy using Microsoft Word, Excel, and PowerPointMaintain a calm, professional demeanorCommunicate effectively, both orally and in writing