Administrative Assistant - Ventura County Transportation Commission - Ventura, CA - EXPIRED

Posted on: 05-05-2016 in Ventura, CA

This is an archive of an expired job.

Job Information:

Company: Ventura County Transportation Commission

Position:        Administrative Assistant

Salary:            $21.07 - $28.94 Hourly, Depends on Qualifications

Location:        Ventura County Transportation Commission, Ventura, CA

Hours:             Full-Time position

Apply By:        Open until filled first applications will be reviewed 5:00pm on May 16, 2016

Position

Ventura County Transportation Commission seeks an Administrative Assistant to provide a variety of complex administrative support tasks such as typing, printing and distributing correspondence, tracking and recording information and preparing various reports; preparing meeting and agenda materials; making travel arrangements; creating and proofing documents and routing mail; scheduling and coordinating meetings and events; completing records retention activities; and does related work as required. This single-position classification reports to a Director has primary responsibility for providing administrative support to an Agency Director and/or department.

Typical and Important Duties:

Duties may include, but are not limited to, the following:

• Provides administrative support by preparing letters, memos and reports on various subjects; reviewing outgoing documents for accuracy and completeness; and ordering and maintaining office supplies.
• Provides receptionist support to the transit department by receiving and screening telephone inquiries and visitors, responding to questions and providing information; receiving complaints and routing them to the appropriate person, and taking and delivering messages.
• Organizes and schedules meetings by completing agenda packets, posting notices and advertisements, recording official minutes, and preparing meeting rooms; makes travel arrangements and prepares registration materials for conferences.
• Schedules and coordinates meetings, phone calls, and conferences; makes travel arrangements.
• Performs other related duties and responsibilities as assigned.

The Ideal Candidate:  

• Experience: Three years of higher level office or administrative support experience providing support to upper management level positions.
• Training: Equivalent to graduation from high school supplemented by advanced coursework in business, administrative support, office management, or communications. Keyboarding abilities sufficient to perform the job.

Knowledge of:

• Correct English usage, spelling, grammar, and punctuation.
• Record keeping and filing methods.
• Methods and techniques of filing, tracking, recording, and presenting information.
• Practical application of computers and peripheral equipment.
• Fundamentals of office administrative procedures, including equipment and filing systems.
• Principles and practices of good customer service.
• Techniques for dealing effectively with the public, contractors and staff, in person and over the telephone.

Ability To:

• Prioritize and deal with conflicting workload requirements.
• Handle staff and customers with courtesy, diplomacy, and tact.
• Prepare and review letters, memos, and general correspondences.
• Respond to questions from the general public.
• Deal with difficult people and situations.
• Learn, interpret, and explain Agency and departmental operating policies, procedures, systems and methods.
• Organize information clearly and precisely.
• Apply customer service skills, representing the Agency in a positive way while working with the public.
• Accurately take notes and minutes for written meeting summaries.
• Use multi-line phone system and telephone etiquette.
• Learn and effectively use new computer-based systems and programs.
• Verify and check files and data.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate mathematical computations.
• Maintain composure when dealing with the public in stressful situations.
• Establish and maintain effective relationships with those contacted in the course of the work.
• Organize own work, set priorities, meet critical deadlines, and follow-up on assignments with a minimum of direction.
• Work in a safe manner adhering to correct Agency safety practices and procedures.
• Maintain confidentiality regarding sensitive information.

Skill In:

• Using a personal computer and advanced word processing, spreadsheet, presentation and database software.

Licenses and Certificates:

All licenses and certificates must be maintained as a condition of employment.

• A valid appropriate California driver’s license may be required.
• Maintain a satisfactory driving record.

How to Apply

To apply for this outstanding opportunity, candidates must apply online at www.calopps.org. In addition to the application, candidates must attach a cover letter and resume when applying through CalOpps.  The direct link to apply on CalOpps is https://www.calopps.org/profile_agency.cfm?id=74. More detailed information can be found on VCTC’s website under Working with VCTC at www.goventura.org/about-vctc/working-with-vctc. Open until filled first applications will be reviewed at 5:00pm PST on May 16, 2016. Only those candidates that submit an application, cover letter, and resume will be reviewed.  Cover letters should address experience and qualifications, your career goals, as well as your specific interest in this specific position.  After the final filing date, applications, cover letters and resumes will be reviewed and the most qualified candidates will be invited for an interview.

About VCTC

The Ventura County Transportation Commission (VCTC) is a regional transportation planning agency committed to keeping Ventura County moving! If you drive, take transit, bike or walk in Ventura County, chances are, the VCTC has helped you do it. By working in close partnership with each of the cities and the County, the VCTC is ever mindful of maintaining the character of Ventura County while prioritizing transportation investments.