The primary function of the Administrative Assistant is to provide administrative duties and support the department to ensure efficient and effective operations. Furthermore, the position supports ACT’s purpose and objectives by respecting and adhering to all policies and procedures of the Agency.
Essential Functions includes but are not limited to:
- Demonstrates strong phone etiquette, screens, routes and responds to phone and web inquiries and registrants, schedules meetings, compiles and maintains minutes, calendars, and composes correspondence.
- Assists with reports, maintains, and creates spreadsheets for tracking outreach efforts, incoming inquiries, and documenting outcomes.
- Maintains RideFinders Customer Relations (SalesForce) data ensuring accuracy and updates are completed. Inputs and edits commuter information, and carpool/vanpool data into RideFinders software system. Assures accuracy of information across both systems.
- Acts as a liaison with other departments and outside agencies confidentially.
- Develops and drafts correspondence, marketing materials and social media content under the direction of the Program Manager.
- Aids in proofreading, formatting, and organizing marketing documents, tracks inventory and notifies the manager when supplies are needed.
- Administers the Guaranteed Ride Home vouchers and assists with reimbursement tracking for those who pay out of pocket.
- Prepares and maintains appropriate documents for riders and drivers and assures that electronic copies are uploaded for maintaining those records in RidePro.
- Assists with registration and communication with vanpool participants for program compliance.
- Collects mileage and ridership from vanpool groups; creates a monthly NTD report.
- Understands the program goals and mission and communicates them effectively.
- Follows safety and security protocols and procedures throughout the facility. Reports potential safety or security risks to an appropriate supervisor.
- Assists the RideFinders team with Marketing events when necessary.
- Attends work regularly ready to perform assigned duties.
- Leads and organizes agency employees for the development of goals and initiatives to improve sustainable practices at the Agency for Community Transit.
Non-Essential Functions
- Performs other duties as assigned.
- High School education or equivalent. Some college preferred.
- Two (2) years of progressive experience in administrative duties.
- Possess well-developed customer service skills.
- Excellent written and oral communication skills are essential to the position.
- Exemplary customers service and phone skills.
- Strong computer skills are essential. Proficient using MS Office, Excel, Outlook, Word, Power Point and potential to learn other software applications for Customer Relations Management.
- Ability to read and interpret standard road maps.
- Ability to multitask, manage priorities and complete assignments in a timely fashion.
- Ability to work collaboratively and interact effectively with team members for meeting program needs.
- Hold and maintain a current driver’s license and approved driving record.
- Clean and neat appearance.
Working Conditions and Physical Requirements
Normal working conditions for this position are typical of an office environment.
The physical requirements of the position include sufficient hand, arm, and finger dexterity to operate a computer keyboard and other office equipment. Must have the ability to sit. Requires visual acuity to read words and numbers and speaking and hearing ability sufficient to communicate in person or over the phone.
