Job Details

Administrative Assistant

The Sioux City Transit Department has an opening for a full-time Administrative Assistant. This position performs financial, operational, and administrative functions and support for the Transit Department including the oversight and coordination of office administrative and financial activities and procedures. The work week is M-F 8:00 a.m. to 4:30 p.m. Apply and join us today!

Duties

• Schedules meetings and activities and prepares and distributes minutes and agendas.
• Composes, prepares, and distributes correspondence and other documents.
• Assists internal and external customers via telephone and in person.
• Orders and maintains inventory of office supplies.
• Performs general office duties, such as copying, filing, faxing, data entry, and mail processing.
• Initiates, enters, and verifies departmental payroll.
• Completes accounting duties that may include cash handling, such as entering AP/AR, monitoring budget, billing, reconciling purchase orders, and processing expense reports.
• Supervise and coordinate the office operations and serves as the confidential assistant to a department head. Train staff members.
• Compile data and prepare reports for review and action.
• Initiate, review and process payroll documents and forms.
• Process accounts payable/receivable and perform related bookkeeping activities, prepare financial reports.
• Receive funds, make deposits.
• Process and coordinate Federal and State Grants, initiate requests for payment.
• Assist in the preparation, presentation and monitoring of the department/division budget.
• Serve as Secretary and support staff for boards/commissions, prepare agendas, take and transcribe meeting minutes and compose a variety of correspondence using a P.C. and related software.
• Revise, implement and maintain office procedures and filing systems.
• Secure and coordinate travel arrangements for staff members.
• Participate and assist in the selection of new employees.
• Prepare response and complete survey forms and questionnaires.
• Attend meetings representing the office.
• Maintain confidentiality of information.
• Establish and maintain effective working relationships with Officials, other agencies, fellow employees and the general public.
• Responsible for numerous department-specific duties.
• Regularly lifts up to 10 pounds and occasionally lifts up to 30 pounds.
• Expected to temporarily perform duties outside of normal classification in the event of a declared emergency. In the event that an employee is excused from work other than being sick, they will be required to report to work in a state of declared emergency.

Qualifications

Cognitive Demands, Skills and Abilities: Ability to speak clearly so others can understand you, ability to see details at close range (within a few feet of the observer), ability to see details at a distance, ability to identify and understand the speech of another person, ability to listen to and understand information and ideas presented through spoken words and sentences. Job Knowledge: Requires a thorough and complete knowledge of office management, equipment and procedures; a comprehensive knowledge of the principals of bookkeeping, filing systems, computers and related software; ability to apply current office technology, resources and services to assist customers (external and internal). Thorough knowledge of City Ordinances and municipal government, business math, interpersonal relations and the ability to use the English language effectively. Ability to exercise independent judgment in making decisions in accordance with established policies and regulations, and to plan and supervise the work of others. Language Ability and Interpersonal Communication: Requires effective communication skills and the ability to provide assistance to employees, and the general public. Requires the ability to speak clearly, distinctly and effectively with fellow employees; read in English and compare similarities and differences between words and series of numbers; apply common sense understanding to the work process, procedures, programs and services; and to provide and follow verbal and written instructions. Physical requirements: Regularly lifts up to 10 pounds and occasionally lifts up to 30 pounds. Work Environment: Work is normally performed in a general inside office environment with appropriate heating and cooling and is not subject to significant occupational or environmental hazards other than those normally associated with general public contact.

Minimum Required Qualifications

*High School Diploma or GED and five to seven years' office administration or accounting experience OR two years of college-level or business school course work and zero to two years of office administration or accounting experience. *Any equivalent combination of experience and training that provides the required knowledge, skill and abilities.