Hybrid TEMPORARY ADMINISTRATIVE AIDE bei Los Angeles County Metropolitan Transportation Authority (CA)

About the Department

*THIS POSITION IS TEMPORARY (UP TO 40 HOURS) WITH LIMITED BENEFITS. (Please see Benefits tab for additional information.) No Qualified Candidate Pool (QCP) will be established. You will only be contacted if there is an interest from the hiring department.*

Provides administrative support in assigned department to an organizational unit or project team.

Position Duties

• Administers departmental projects and performs special assignments related to the department's business

• Assists in scheduling and coordinating meetings

• Handles, processes, and maintains confidential or legal documents and data

• Gathers and compiles data and prepares simple statistical and narrative reports

• Prepares, processes, and maintains records of departmental purchase requisitions

• Prepares petty cash reimbursement

• Generates correspondence, reports, and presentations

• Orders and distributes materials, office supplies, equipment, and furniture

• Assists in preparation of graphs, programs, and posters

• Provides information and referral to Metro personnel and to the public

• Develops and maintains filing systems, records, and logs including computerized database files

• Prepares and submits requisitions and check requests

• Contributes to ensuring that the Equal Employment Opportunity (EEO) policies and programs of Metro are carried out

May be required to perform other related job duties

Minimum Qualifications

A combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis. A typical combination includes:

Education

• Associate's Degree in Business, Public Administration, or related field

Experience

• One year of relevant experience performing administrative or secretarial work

Certifications/Licenses/Special Requirements

• A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions

Preferred Qualifications

Preferred Qualifications (PQs) are used to identify relevant knowledge, skills, and abilities (KSAs) as determined by business necessity. These criteria are considered preferred qualifications and are not intended to serve as minimum requirements for the position. PQs will help support selection decisions throughout the recruitment. In addition, applicants who possess these PQs will not automatically be selected.
 
The following are the preferred qualifications.

• Experience utilizing Microsoft Office Suite (Excel, Word and Outlook,) to prepare reports, correspondence, and other administrative documents.

• Experience maintaining records and filing systems (both manual and computerized), and preparing accurate reports using various data sources and document types.

• Experience communicating professionally and effectively with individuals at all levels of the organization, as well as with external representatives, partners, and stakeholders, to coordinate and schedule meetings. 

Other Qualifications

Knowledge of (defined as a learned body of information that is required for and applied in the performance of job tasks)

• Theories, principles, and practices of basic bookkeeping and office administration
• Financial Information Systems (FIS)
• Applicable business software applications

Skill in (defined as the proficient manual, verbal, or mental utilization of data, people, or things)

• Devising recordkeeping and reporting systems
• Analyzing situations and identifying problems
• Exercising sound judgment and creativity in making decisions
• Prioritizing and multi-tasking
• Communicating effectively orally and in writing
• Preparing reports and correspondence
• Interacting professionally with various levels of Metro employees and outside representatives
• Operating computers and general office equipment

Ability to (defined as a present competence to perform an observable behavior or produce an observable result)

• Gather, compile, analyze and summarize data
• Perform highly repetitive work
• Meet time deadlines
• Handle confidential information
• Think, work, and act independently
• Understand, interpret, and apply laws, rules, regulations, policies, and procedures
• Read, write, speak, and understand English

Special Conditions

The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Metro provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.

Working Conditions

• Typical office situation
• Close exposure to computer monitors and video screen

Physical Effort Required

• Sitting at a desk or table
• Operate a telephone or other telecommunications device and communicate through the medium
• Type and use a keyboard and mouse to perform necessary computer-based functions
• Communicating through speech in the English language required