Administrative Assistant (Transit)

Duties

• Schedules meetings and activities and prepares and distributes minutes and agendas.
• Composes, prepares, and distributes correspondence and other documents.
• Affords assistance internally and externally 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.
• Supervises and coordinates the office operations and serves as the confidential assistant to a department head.
• Trains staff members.
• Compiles data and prepares reports for review and action.
• Initiates, reviews, and processes payroll documents and forms.
• Processes accounts payable/receivable and performs related bookkeeping activities, prepares financial reports.
• Receives funds, makes deposits.
• Processes and coordinates Federal and State Grants, initiates requests for payment.
• Assists in the preparation, presentation, and monitoring of the department/division budget.
• Serves as Secretary and support staff for boards/commissions, prepares agendas, takes and transcribes meeting minutes, and composes a variety of correspondence using a PC and related software.
• Revise, implement, and maintain office procedures and filing systems.
• Secures and coordinates travel arrangements for staff members.
• Participates and assists in the selection of new employees.
• Prepares response and completes survey forms and questionnaires.
• Attends meetings representing the office.
• Maintains confidentiality of information.
• Establishes and maintains effective working relationships with Officials, other agencies, fellow employees, and the general public.
• Responsible for numerous department-specific duties.

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.

Benefits

The City of Sioux City offers a comprehensive benefits package that includes Medical, Dental, Vision, Flex Spending Accounts, Life, Disability and Retirement.