Admin Support Specialist bei San Mateo County Transit District, CA

About the Department

The Administrative Support Specialist will report to the Director, Engineering and perform administrative and budgetary functions in support of the Peninsula Corridor Joint Powers Board (Caltrain). Responsibilities include data collection budget tracking, and coordination of engineering department operations.

Position Duties

• This role is the primary point of contact for all Engineering staff, coordination with other departments and external agencies.
• Collect, review, and analyze operational, budgetary, and performance data; prepare reports, charts, and presentation materials.
• Coordinate and maintain department calendars, schedules, and meeting logistics.
• Assist in tracking and reconciling department budgets and spending, purchase order, invoices to support budget forecasting and expenditure reports.
• Supports the maintenance of department records and compliance documents. 

• Manage department-wide initiatives, deadlines and deliverables.

• Compile data in formats to support management decision-making.
• Review, audit, and process invoices in accordance with agency policies and standards; track expenditures against approved budgets.
• Manage incoming and outgoing correspondence, including email, postal mail, and packages. 
• Schedule meetings, coordinate conference rooms, prepare and distribution of technical reports, meeting agendas, minutes and presentations.
• Create and update spreadsheets, databases, and monthly tracking reports.
• Prepare and process purchase requests; maintain inventory of office supplies and coordinate equipment maintenance or replacement.
• Track department priorities and staff assignments, onboarding of new hires, and training requirements.
• Follow-up on actions items and deadlines from meetings.
• Maintain department organizational charts and staff contact lists.
• Manage the Director’s calendar and coordinate logistics for internal and external events and prepare related materials.
• Provide administrative support for new system upgrades and rollouts.
• Purchase and keep inventory of supplies and equipment.

• Perform all job duties and responsibilities in a safe manner to protect one’s self, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.
• Perform other duties as assigned.

Minimum Qualifications

Sufficient experience, training and/or education to demonstrate the knowledge, skills, and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:

• High School Diploma or GED equivalent.
• Two years of full-time Admin Assistant experience.

• Proficiency in Microsoft 365 (Teams, Excel, Word, PowerPoint).
• Experience with Enterprise Resource Planning (ERP) software (e.g., PeopleSoft).
• Experience preparing and monitoring budgets.
• Experience in engineering, design, or construction organization.
• Effective oral and written communication skills.
• Strong organizational and time management skills with minimal supervision.
• Valid CA Driver’s license preferred.