Administrative Assistant Job at SWTA
ESSENTIAL DUTIES AND PRIMARY ACCOUNTABILITIES
NOTE: The essential duties and primary accountabilities below are intended to describe the general content of and requirements of this job and are not intended to be an exhaustive statement of duties. Specific tasks or responsibilities may be documented in the incumbent’s performance goals and objectives as outlined by supervisor or manager.
NOTE: The essential duties and primary accountabilities below are intended to describe the general content of and requirements of this job and are not intended to be an exhaustive statement of duties. Specific tasks or responsibilities may be documented in the incumbent’s performance goals and objectives as outlined by supervisor or manager.
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Serve as primary point of initial contact for employees, customers, and the public on all matters pertaining to administrative services and support for Austin Transit Partnership, providing day-to-day assistance to customers.
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Serve as the front desk business support services point of contact, overseeing receptionist functions for the organization.
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Investigate and resolve matters of significance on behalf of senior management as required.
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Oversee and coordinate day-to-day administrative support activities for senior-level management and staff including developing administrative procedures, standards, and methods for the department. Day-to-day administrative support will include the ability to address multiple tasks while also providing regular coverage of the organization’s front desk/reception function.
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Coordinate and manage executive travel; prepare and maintain expense reimbursement for executives and senior level management and other staff as needed; provide regular assistance to executives for scheduling and calendaring meetings as needed.
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Independently research, prioritize, and follow-up on multiple incoming issues, public complaints, and concerns addressed to executive level and senior level management, which represent ATP, including those of a sensitive and/or confidential nature. Determine the appropriate course of action, referral, and /or response.
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Review and approve documents as well as develop and monitor the budget for executives and senior-level management as needed. Review invoices and authorize expenditures in accordance with ATP’s financial systems and applicable software.
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Assist with functions related to ATP Board of Directors Board and meetings by providing key support to other administrative and business support functions and personnel as needed.
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Coordinate meetings, conferences, and events for executive and senior-level management as needed.
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Remain current on new industry trends, methods, and technology by reading journals and attending seminars and workshops both inside and outside of ATP.
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Perform other duties as required and/or assigned.
MINIMUM QUALIFICATIONS
Education and Experience:
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Bachelor’s degree in Business, Public Administration, or related field. Additional relevant experience may substitute for the required education on a year-for-year basis up to a maximum of four years.
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Three (3) years of experience supporting Executive-level staff, preferably in a public organization.
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Proven solid writing and editing experience.
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OR An equivalent combination of education, experience, knowledge, skills, abilities, and other characteristics consistent with the required qualifications.
Knowledge, Skills, and Abilities:
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Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
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Strong interpersonal skills and the ability to build relationships, including staff, board members, external partners, the press, and the public.
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Strong written and verbal communication skills.
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Demonstrated proactive approaches to problem-solving with decision-making capability
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Ability to maintain composure when presented with difficult situations.
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Resourceful team player, with the ability to also be effective independently.
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Proven ability to handle confidential information with discretion, be adaptable to various
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competing demands
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Skill in researching, evaluating, and identifying discrepancies in data.
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Ability to coordinate multiple tasks, communicate effectively with all levels of staff, board of directors, vendors, the press, and the public, and maintain confidentiality.
Equipment and Applications
Must be proficient in using business and communications software, preferably Microsoft Office 365 which includes Word, Excel, PowerPoint, Outlook, Teams, and/or other modules as needed.
TRAVEL REQUIREMENTS
Minimal travel may be required.
WORK ENVIRONMENT AND PHYSICAL DEMANDS
Work is generally performed in an office environment but requires occasional visits to construction job sites. Job may entail considerable levels of stress as this job works with multiple project timelines and is responsible for managing employees performing work of a complex nature. Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds; may occasionally be exposed to dangerous machinery, extreme weather conditions, physical harm, hazardous chemicals, and extreme noise when conducting site visits and working in the field. ATP promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required. Reasonable accommodations may be made to enable individuals with disability to perform the essential functions as previously described.
ABOUT AUSTIN TRANSIT PARTNERSHIP
In November 2020, the Austin voters approved Proposition A to dedicate new revenue to implementation of Project Connect, and to create an independent entity to implement and oversee the program designed to provide transportation alternatives for our community. The Austin Transit Partnership (ATP) was created (by the City of Austin and the Capital Metro Transportation Authority (CapMetro) in December 2020, as the independent entity, accountable and responsible for the financing, design, construction, and overall implementation of Project Connect – a transformative, voter-approved investment in new transit services that includes Light Rail, MetroRapid Bus Lines, Commuter Rail, and Park and Ride facilities. ATP’s charge is to deliver on the voters’ transit vision in partnership with the community — and in a way that embeds equity, sustainability, and transparency as overarching priorities. ATP is driven by data, which includes community input, and is committed to meeting voters’ goals and honoring Austin’s values.
COMMITMENT TO DIVERSITY
The Austin Transit Partnership is deeply committed to building a workplace where inclusion is not only valued but prioritized. We are proud to be an equal opportunity employer and committed to creating a welcoming and diverse environment. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, pregnancy, age, or any other protected characteristic as outlined by federal, state, or local laws. ATP makes hiring decisions based solely on qualifications, merit, and organization needs at the time.
The Austin Transit Partnership is deeply committed to building a workplace where inclusion is not only valued but prioritized. We are proud to be an equal opportunity employer and committed to creating a welcoming and diverse environment. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, pregnancy, age, or any other protected characteristic as outlined by federal, state, or local laws. ATP makes hiring decisions based solely on qualifications, merit, and organization needs at the time.
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