Administrative Assistant II

About the role

This position serves as the Administrative Assistant for the Signal Operations Section within the Office of Traffic and Safety, receiving general supervision from the Section Chief.

Responsibilities

• Managing a fleet of more than 40 State vehicles
• Preparing biweekly payroll for approximately 30 State employees
• Preparing third-party billings for reimbursement of damages to State equipment
• Serving as the Section's lead for coordinating prompt responses to public inquiries through the Customer Care Management System (CCMS)
• Acting as the clothing coordinator for Signal Operations staff
• Dispatching traffic signal trouble calls
• Composing and reviewing correspondence
• Answering and directing phone calls
• Scheduling meetings
• Assembling and maintaining confidential and administrative files
• Processing incoming and outgoing mail
• Maintaining office supply inventories
• Assisting with the coordination of ceremonies and events throughout the year
• Active participant in the CHART Advanced Traffic Management System
• May be assigned a state cell phone and radio
• Designated as an essential employee, subject to call-outs as needed to support emergency traffic signal maintenance operations

Minimum Qualifications

Education: Graduation from a standard high school or possession of a high school equivalency certificate.

Experience: Three years of experience in secretarial or clerical work involving typing or stenographic duties.

Preferred Qualifications

• Excellent written and oral communication skills
• Proficient in Microsoft Word, Excel, Outlook and PowerPoint
• Ability to prepare accurate reports from various statistical data or accounting information
• Excellent internal/external customer service abilities and interpersonal skills
• Knowledge of office practices, procedures, and equipment
• Excellent organizational, filing, and record keeping skills
• Ability to make decisions in accordance with laws, rules, and regulations
• Self-motivated with the ability to work independently and have a high regard for attention to details
• Ability to work efficiently in a distracting and busy environment

Substitutions

• Applicants may substitute additional secretarial or clerical experience on a year-for-year basis for the required education
• Applicants may substitute an Associate of Arts degree with a major in Secretarial Science from an accredited college for up to two years of the required experience
• U.S. Armed Forces military service experience as defined under the Minimum Qualifications may be substituted for the required education and experience on a year-for-year basis

Benefits

MDOT offers a generous and competitive benefits package including excellent health and leave benefits, 401k benefits, a pension plan, a free transit program, and advanced education and training opportunities.