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Form of work
SalarySummary
Valley Metro exists to Connect Communities and Enhance Lives. We do this by planning, building, operating, and maintaining a safe, regional, multi-modal transportation system to residents of metro Phoenix. From regional bus, streetcar, light rail and paratransit service to alternative commuter solutions, Valley Metro’s mission since 2002 is to develop and operate a network of transit services that now covers 513 square miles! We have been named 2023 Best Workplaces for Commuters, 2023 Metro Phoenix WTS Chapter Innovative Solutions Project of the Year, and a 2023 Arizona Forward Environmental Excellence Awards Finalist.
Valley Metro is made up of several departments and specialty areas all designed to make public transit an everyday solution to the ever-growing commuting needs in metro Phoenix. It takes passion, diverse, and forward-thinking minds to come together and create an environment of community-driven individuals all with the same goals.
The Administrative Assistant II will serve as a valued member of our Transportation Division performing a wide-variety of impactful administrative support activities; included but not limited to, the coordination of administrative projects, assisting with scheduling and on-duty meeting set-up/support, monitoring and tracking budget items, coordinating facility services requests, preparing correspondence and reports, providing backup phone coverage, and maintaining critical records and files. The Administrative Assistant II will demonstrate the Agency's Core Values of Whatever It Takes, Team Player, and Positive Customer Care/Service in performance of daily duties.
**As a special note: we are hiring two (2) Administrative Assistant II's in our Transportation Division at separate locations. One supporting Accessible Transit Services (Phoenix) and another supporting Bus Transportation and Maintenance (Mesa). In the supplemental questions portion of the application, applicants will list interest in Phoenix, Mesa or both Phoenix and Mesa.**
Valley Metro is an Equal Opportunity/Affirmative Action Employer.
Minimum Qualifications & Requirements
- High School education or equivalent, some college coursework preferred
- Two (2) years of experience providing administrative support
- Demonstrated computer/software proficiency in Microsoft Office Products (Word, Outlook, Excel, and Powerpoint) and video conferencing tools OR an equivalent combination of education and experience sufficient to successfully perform the essential duties such as those listed above may be considered
Employment is contingent upon the successful results of a background check
Position may require:
Valid Arizona Driver's License
Examples of Duties / Knowledge & Skills
The statements listed below describe the general nature and level of work only. These are not an exhaustive list of all required responsibilities, duties, and skills. Other duties may be added, or this description amended at any time.
- Performs a variety of clerical support duties including copying and assembling materials, maintaining appointment calendars, collecting, and distributing mail, scanning documents, ordering office supplies, monitoring office equipment, and other related tasks.
- Maintains regular attendance and punctuality.
- Schedules, participates in, and sets up meetings, which includes: preparing agendas, disseminating meeting information, scheduling conference rooms, sending out meeting reminders, preparing and assembling meeting materials, taking meeting minutes, and preparing and disseminating meeting minutes.
- Prepares correspondence, revises and edits a variety of project reports; ensures and maintains integrity and accuracy of documents.
- Prepares and/or processes a variety of correspondence, applications, packets, client notifications, and reports; disseminates information to appropriate parties.
- Provides customer service to the general public, internal staff, and/or vendors, responds to inquiries, and provides information.
- Processes and reconciles invoices and purchase orders, uses appropriate purchasing methodology using agency requirements for informal purchasing methods (i.e. credit card and purchase orders) for the department.
- Assists with compiling, organizing, monitoring, and tracking budget data expenditures for department.
- Acts as liaison between the agency and building management to create building repairs and facility requests, coordinates access badges, and monthly parking.
- Provides coverage for Valley Metro staff or programs that may cover lunch breaks, scheduled and unscheduled employee absences, and/or other times as needed.
- Performs applicable administrative, office support, and coordination duties of similar nature and level as assigned.
Physical Demands / Work Environment
Positions in this class typically require: reaching, standing, walking, grasping, talking, hearing and seeing. Valley Metro complies with ADA requirements with respect to reasonable accommodation for people with disabilities.
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
