Administrative Assistant

About the Role

The Administrative Assistant will provide administrative support to the Operations Manager and assist with administrative functions at the terminal.

Responsibilities

• Supports the terminal operations by handling various administrative tasks to support the transportation needs of the school community.
• Provide general administrative and clerical support, including managing correspondence, answering phone calls, and directing inquiries to the appropriate personnel.
• Assist in scheduling appointments, meetings, and conferences.
• Maintain and organize files, records, and databases. Ensure that documents are accurately filed and easily accessible.
• Serve as a point of contact for internal and external stakeholders. Draft and proofread documents, emails, and reports. Distribute information internally and externally as required.
• Monitor office supplies inventory and place orders when necessary. Keep the office clean, organized, and welcoming for visitors.
• Input data into databases or spreadsheets accurately and efficiently. Generate reports, charts, or graphs based on the data collected.
• Assist colleagues with administrative tasks as needed. Collaborate with team members to ensure deadlines are met and projects progress smoothly.
• Handle sensitive information with discretion and maintain confidentiality at all times.
• Address and resolve administrative issues or inquiries promptly and effectively. Identify areas for process improvement and suggest solutions.
• Performs other administrative tasks as assigned by Operations Management.

Requirements

• Must be proficient in Microsoft Office Suite and strong in Excel.
• Ability to communicate effectively in both written format and oral presentation.
• Ability to multi-task and establish priorities.
• Ability to maintain organization in a changing environment.
• Exhibit initiative and responsibility for tasks assigned.
• Ability to maintain flexible attitude and approach towards assignments and successfully operate under ambiguous guidelines.
• Conduct oneself professionally and in a manner to reflect positively on the organization.
• Must be highly motivated.
• Ability to successfully pass state and/or federal required Background Checks.
• Ability to perform the essential functions of the job.
• Ability to comply with all policies and procedures established by company.

Qualifications

• High School Diploma or equivalent; Associate’s degree a plus.
• At least two years of experience working as an administrative assistant in an office environment preferred.

Physical Requirements

• Climbing: Rarely
• Walking: Frequently
• Pushing/Pulling: Rarely
• Reaching: Occasionally
• Repetitive Motions: Frequently
• Sitting: Frequently
• Talking: Frequently
• Seeing: Frequently
• Hearing: Frequently
• Stooping/Stretching: Occasionally
• Standing: Occasionally
• Lifting: Occasionally
• Combination of Above: Rarely

Frequency Ratings: Rarely (1% of the time or less), Occasionally (2-15% of the time), Regularly (16-40% of the time), Frequently (41-100% of the time).