Administrative Assistant II

Metrolink; Pomona (CA); On-site; USD 42,000 - 56,000; Full time

Job summary

Metrolink is seeking an Administrative Assistant II to provide professional support services including data entry, proofreading, report distribution, and meeting coordination. The role features project tracking, filing, and various administrative duties to support department operations.

The position requires the ability to prepare reports, manage office supplies, and maintain filing systems while coordinating communications with internal teams and external stakeholders.

Qualifications

• High school diploma, GED, or its equivalent; Associate degree preferred.
• A minimum of four years of experience in a secretarial or administrative office.
• A minimum of one year in delivering internal customer service.
• A combination of training, education, and or experience may substitute portions of the required experience.

Responsibilities

• Ensure office equipment is well-maintained and order repairs and replacements as needed.
• Review and/or process purchase requisitions, invoices, and check requests.
• Maintain office supplies for the assigned group and reorder as needed.
• Receive and distribute incoming mail and ensure proper processing of outgoing mail.
• Establish and maintain department filing system; perform filing and retrieve files as needed.
• Maintain, monitor, and coordinate the records retention program for the department.
• Prepare and distribute memos, reports, and other correspondence; generate daily reports.
• Set up meetings and conference calls, notify participants, reserve sites, and provide materials.
• Establish meeting agendas, record minutes, and action items.
• Answer, screen, and route telephone calls for the group.
• Assist with data entry for various software applications and reports.
• Support staff with login, data entry, account updates, troubleshooting, and report generation.
• Liaise with other departments on projects and issues as needed.
• Maintain effective relationships with SCRRA employees, contractors, and management.

Skills

Microsoft Office

Typing 55 wpm

Education

High school diploma or GED

Associate degree preferred

Job description

The Administrative Assistant II will deliver professional support services, including, but not limited to, data entry, proofreading of documents and deliverables, distributing reports to various parties, coordinating meetings, project tracking, filing, and other administrative support.

Summary

PURPOSE OF POSITION

The Administrative Assistant II will deliver professional support services, including, but not limited to, data entry, proofreading of documents and deliverables, distributing reports to various parties, coordinating meetings, project tracking, filing, and other administrative support.

DISTINGUISHING CHARACTERISTICS

This is the mid-level of the Administrative Assistant series. At this level, the incumbent has some latitude for independent judgment and may vary work methods and procedures, but usually within prescribed parameters

SUPERVISION EXERCISED AND RECEIVED

• Receives supervision from departmental management
• This position has no formal supervisory responsibilities

Essential Duties And Responsibilities

The duties listed below are intended to describe the general nature and level of work being performed and are not to be interpreted as an exhaustive list of responsibilities.

• Ensure office equipment is well-maintained and order repairs and replacements as needed.
• Review and/or process purchase requisitions, invoices, and check requests.
• Maintain office supplies for assigned group and order as needed.
• Receive and distribute incoming mail and ensure proper processing of outgoing mail.
• Establish and maintain department filing system. Perform filing and retrieve files as needed or as requested.
• Maintain, monitor, and coordinate the records retention program on behalf of the assigned department.
• Compose, type, format, and/or distribute memos, reports, and other correspondence as directed. Prepare and distribute a variety of daily reports required for the department to operate efficiently and maintain compliance with federal and state regulations.
• Print, photocopy, and prepare documents as needed or requested. Maintain and track a variety of documents and published materials.
• Set up meetings and conference calls, including notifying participants, locating and reserving sites, and providing support materials and equipment. Maintain a monthly department calendar of projects, events, and staff work schedules.
• Establish meeting agendas, compose meeting minutes and action items.
• Answer, screen, and route telephone calls on behalf of the assigned group.
• Assist with data entry for various software applications and reports that are a work function for the department.
• Assist staff with basic support for logins, data entry, account updates, troubleshooting, running reports, customer inquiries, and other duties.
• Liaison with other departments on various projects and issues as needed and directed.
• Establish and maintain effective and cooperative working relationships with SCRRA employees, contractors and management.

The responsibilities outlined above are representative of the role but not exhaustive. Additional duties may be assigned as needed, and reasonable accommodations will be provided to qualified individuals with disabilities in accordance with applicable laws.

Education And Experience

MINIMUM REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS

• High school diploma, GED, or its equivalent. Associate degree preferred
• A minimum of four years of experience in a secretarial or administrative office
• A minimum of one year in delivering internal customer service.
• A combination of training, education, and or experience that provides the required knowledge, skills, and abilities may be considered when determining minimum qualifications. Advanced relevant coursework may also substitute for a portion of the required experience.

Preferred Qualifications

• Associates degree

Knowledge, Skills, And Abilities

Knowledge of:

• General office practices and procedures
• SCRRA's operations and business processes

Skilled in:

• Use of Microsoft Office
• Minimum typing speed of 55 words per minute

Ability to:

• Communicate effectively, both orally and in writing, to individuals and groups at all levels within and outside of the organization
• Manage multiple projects and requests

Physical Requirements

• Transition between a stationary position at a desk or work location and move about Metrolink facilities or other work site locations
• Operate tools to perform the duties of the position, such as computers, office equipment, and work-related machinery
• Transport equipment or boxes up to 25lbs
• Exchange ideas by means of communication
• Visual acuity to detect, identify, and observe employees or train movement and any barriers to movement when working on or near railroad tracks
• Hear and perceive the nature of sounds when working on or near railroad tracks
• Balance, ascend/descend, climb, kneel, stoop, bend, crouch, or crawl within assigned working conditions and or locations

Working Conditions

Position requires work in a normal office environment with little exposure to excessive noise, dust, or temperature. Work may also be conducted in outdoor environments, at construction sites, Railroad Track and Right-of-Way environments, and warehouse environments, with possible exposure to individuals who are hostile or irate, moving mechanical parts, and loud noises (85+ decibels, such as heavy trucks, construction, etc.)

SUPPLEMENTAL INFORMATION

Following a review of resumes and/or applications, the most highly qualified candidates will be invited to continue in the selection process. Eligible applicants will be notified of the exact time and place of assessments and interview. Candidates will be interviewed to determine their relative knowledge, skills and ability in job related areas. Offers of employment may be contingent upon successful completion of a reference check, including degree verification and criminal records check provided through SCRRA.

Internal Candidates: Employees with active discipline as defined in the HR Policy No. 5.3 Positive Discipline Program and/or with performance that does not meet the standard for "meets expectations" as defined in the Performance Planning and Appraisal Process may be precluded from consideration and placement in the position.

In compliance with the Americans with Disabilities Act, the SCRRA will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

The SCRRA is an Equal Opportunity Employer. EEO/ADA