Administrative Specialist I (Transit Division)

The Administrative Specialist performs complex, skilled clerical and responsible administrative work, assisting in the operation of a Transit and Paratransit system; does related work as required. Work is performed under general supervision of the Transit Manager.

• Greets, screens and provides visitors information or directs to appropriate persons;
• Answers incoming telephone calls, provides information, handles complaints and/or routes to appropriate personnel, or communicates messages;
• Opens and distributes mail, composes independently or from brief instruction letters, general correspondence, and inter-office memos, including confidential reports;
• Operates standard office equipment including calculator, copier, FAX machine, personal computer, printer, and related software;
• Orders and maintains an inventory of office supplies, prepares requisitions, and performs office-related errands;
• Recommends purchase of new office equipment, arranges for installations, service, and repair;
• Oversees the maintenance of office files, including sorting, indexing, and filing materials alphabetically, numerically, and by projects, subjects, personnel, forms, literature, etc.;
• Processes department purchases in accordance with established purchasing policies and procedures, generating requisitions and reports using various specialized formats and forms;
• Enters data into databases, spreadsheets, or word processing software as needed;
• Types and edits a variety of complex documents, technical reports, spreadsheets, and correspondence;
• Schedules interviews with applicants, attends interviews when needed, may participate in selection of new hire, schedules pre-employment physicals and drug screens, schedules health screenings;
• Researches, compiles, analyzes reports and projects for presentation;
• Serves as back-up for completing necessary paperwork for hiring, assisting employees with completion of Benefit-related forms, and orienting new employees with department procedures and practices;
• Serves as back-up to inform and advise manager and staff regarding city personnel, financial, insurance and benefit policies and procedures, including changes;
• Serves as back-up to processing departmental payroll, checks time sheets, time cards, and enters data into computer;
• Serves as back-up to prepare personnel action forms for increases, transfers, terminations, and other forms including changes of address and telephones, maintain department personnel records;
• Makes travel arrangements, reservations and registrations for conferences and seminars, prepares travel advance authorization forms and completes expense reports upon return from trip and routes travel expense forms for approval;
• Maintains two-way radio communications with field personnel, contacts appropriate supervisor or employee, and receives and relays information;
• Posts articles and information on safety and wellness bulletin boards;
• Assists with maintaining and updating website information;
• Schedules appointments for department personnel upon request;
• Represents department at various meetings related to personnel, budget, safety and health, insurance and benefits;
• Assists with special projects as needed;
• Performs other clerical and administrative tasks as assigned, assists manager and staff as needed;
• Ensures that all work is performed in accordance with OSHA and City Safety Standards and Policies.

• Technical Tasks: 
  • Counts bus fares, rolls coins, and prepares daily bank deposit;
  • Records collected revenues and totals daily revenue sheet at the end of the day;
  • Processes Transit Reduced Fare Applications;
  • Schedules HPTS Access trips as needed;
  • Sells HPTS bus passes and HPTS Access tickets to individuals and other non-profit government agencies;
  • Assists with updating bus assignments and notifications in bus tracking system;

Qualifications

• Preferred Skills
  • Spanish and/or French Language skills
• Physical RequirementsHearing/Speaking - Expressing and/or receiving information by means of spoken word are both necessary to converse with internal and external customers including co-workers, citizens and applicants. This is a clerical support position which requires public contact so it is necessary for the employee to be able to communicate with people in person, by telephone and two-way radioVisual Abilities – the ability to perceive via eyesight is required for this position:
  • Acuity, far – clarity of vision at 20 feet or more. Both eyes 20/25 - R 20/30 - L 20/30 corrected.
  • Acuity, near – clarity of vision at 20 inches or less. Both eyes 20/25 corrected. Must be able to see work-related business documents close at hand.
  • Depth perception – Three-dimensional vision and the ability to judge distance and space relationships so as to see objects where and as they actually are.   Depth Perception - 4  .
  • Field of Vision – the area that can be seen up and down or to the right or left while eyes are focused on one point. Must be able to see a wide span of area.
  • Accommodation – Must be able to adjust the eye lens to glance quickly. This item is especially important when doing near-point work at varying distances from eye.
  • All five aspects are judged to be important in carrying out the essential functions of this job
• Physical Strength – degree of physical demands typically associated with this position include:
  • 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.
• 
  
  1. Type of Physical Demands
• 
  
  • Reaching - Extending the hand(s) or arm(s) in any direction.
  • Handling - Seizing, holding, grasping, turning, or otherwise working with hand(s).
  • Fingering - Picking, pinching or otherwise working with fingers primarily rather than the entire hand or arm.
    1. Employee must reach to answer telephone, work with computer, etc.  Handles various forms, documents, pencils, pens
• Mental Activity/RequirementsReasoning
  • Ability to apply principles of logical thinking to work tasks and practical situations and requests made by supervisor, other employees or members of the general public; to comprehend and respond to a variety of situations in an expedient manner.  Good judgment is important.
• Mathematics Ability
  • Using arithmetic and/or Statistics: Ability to use arithmetic to figure payroll, document telephone and street numbers, etc. Ability to complete statistical reports
• Language Ability
  • Read:  Ability to read manuals, instructions, directions, report information, calendars, recording forms, requisitions, vouchers, correspondence, and various other documents relating to the job. 
  • Write:  Ability to write memos and figures, take messages and make various reports. 
  • Speak:  Ability to be conversant in voice and diction so as to participate in discussions with supervisor, other employees and the general public in person, by telephone and using two-way radio.
• Environmental ConditionsPhysical Surroundings
  • The worker is subject to Inside Environmental Conditions:  Protection from weather conditions but not necessarily from temperature changes.
• Hazards
  • No environmental hazards indicated for this position.
• Machinery/Tools/Work Aids/Other Equipment
  • Computer, printer, copier, FAX machine, calculator, staple gun, laminator, paper shredder, coin roller, coin sorter, scissors, pen, pencils, personnel resolution, ordinances, purchase orders, manuals, two-way radio, telephone, office supplies and other work aids related to the job.
• Our CommitmentsThe City of High Point is committed to be an Equal Opportunity Employer which celebrates diversity and seeks to attract and retain the best qualified partners in service to the Citizens of the City of High Point. The City of High Point is an at-will employer and employees may be terminated or may terminate their employment at any time with or without reason for any reason not prohibited by law.The City of High Point is committed to classifying and compensating its employees fairly and equitably for the work they do weighed with both the internal capabilities and the external market. While the job description is not intended to and does not create a contract of employment, we are excited to use this “living document” as a guide for managing performance and positions to ensure job descriptions are reflective of the current work required by the incumbent or expected by any candidate to whom an offer of employment is extended.The City of High Point is committed to providing a safe, comfortable working environment to all employees. To that end, we are proud to comply with all Occupational Safety and Health Administration (OSHA) requirements, as well as make reasonable accommodations to candidates and employees as we are able in accordance with the Americans with Disabilities Act (ADA). Candidates selected for employment must undergo (a.) a physical to determine whether they will be able to safely complete the essential functions of the job with or without a reasonable accommodation (b.) a drug screening, in accordance with the City’s drug and alcohol policy and (c.) a background screening to determine whether there is any current, pending or previous charge, conviction or other infraction deemed incompatible with service in the capacity for which the candidate is being hired. Successful results from all three of these conditions will result in an offer of employment.

Salary : $41,390 - $53,032