ADMINISTRATIVE ASSISTANT - RECEPTION
Sonoma-Marin Area Rail Transit is seeking a customer focused, self-motivated, organized and detail-oriented person to join our staff as an Administrative Assistant.
This position will be assigned to the Front Desk Reception at the SMART Administrative Office located in Petaluma. The Administrative Assistant will provide clerical and administrative support to division management and provide customer service to the public, including Clipper sales. This position provides information to the public via the phone and in person regarding SMART's fares, services and schedules. Candidates should have knowledge of standard office practices and procedures including filing and retrieval systems, correspondence formats and the operation of standard office equipment. Knowledge of computer operation and standard office software packages required. Must have the ability to produce a variety of material to include graphs, charts, reports and standardized forms.
Under general supervision, the position will perform administrative and/or technical functions and provide office assistance in support of administrative and business functions; performs related work as assigned. While the primary work is administrative in nature, positions in this class apply knowledge of District policies and procedures to the work of the assigned department. Incumbents assist the professional level staff with assignments and projects in support of the overall goals and activities of the department.
This is a full-time, non-exempt position. Hours are Monday - Friday, from 8 am to 5 pm.
Duties and Responsibilities include, but are not limited to:
Class specifications are intended to present a descriptive list of the range of duties performed by, and minimum requirements required of, employees in the class. Specifications are not intended to reflect all duties performed within the job. SMART reserves the right to determine and amend job responsibilities.
- Assists staff in a variety of professional and administrative duties.
- Provides independent administrative work to support business operations.
- Processes appropriate paperwork/forms related to services.
- Answers phones and routes calls as applicable.
- Sets up and maintains financial, statistical and operational records.
- Maintains inventory and office supplies; prepares purchase orders.
- Assists with meeting and event planning and implementation.
- Conducts Internet research as requested.
- Organizes and maintains various files; types correspondence, reports and forms from drafts, notes or briefs
- Routes outgoing materials.
- Inputs information into on-line computer systems; operates standard office equipment.
- Creates and maintains various electronic databases.
- Provides standardized response to public emails.
- Data entry.
- Uses specialized knowledge to respond to inquiries received from vendors, customers, and other department personnel.
- Monitors office processes/activities; processes financial, personnel and payroll transactions requiring qualitative or technical review.
- Prepares written and statistical reports as requested.
- Operates modern office equipment.
- Uses specialized software to create reports, drawings, maps, forms, etc. for assigned department, including Microsoft Word, Excel and PowerPoint.
- Performs other related work as required by the assigned department.
A thorough background check will be required including but not limited to current and past employers, personal references and education verification. A credit report will be required for positions covered under Labor Code 1024.5. A pre-employment physical including a urinalysis drug screen will be required.
Sonoma-Marin Area Rail Transit is an equal opportunity employer.
Ideal Candidate
The ideal candidate is organized, dependable, detail oriented, accurate and able to work independently and with a team. In addition, this candidate will have excellent time management skills, the ability to multi-task and prioritize work. They will be proficient in the use of Microsoft Office Suite and modern office equipment. They will have excellent written and oral communication skills and be proficient in business arithmetic. Excellent customer service skills a must. Bilingual ability desirable.
Minimum Qualifications:
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
- High School Diploma or GED required. An Associate’s Degree or Certificate in Clerical or Business Studies preferred.
- Experience – sufficient experience in an office setting to obtain the knowledge and abilities listed.
- Completion of clerical or business coursework may be substituted for experience.
Knowledge of:
- Knowledge of standard office practice and procedures including filing and retrieval systems, correspondence formats, and the operation of standard office equipment.
- Knowledge of standard office computer operation and software packages.
- Entry level computer skills utilizing word processing, spreadsheet, presentation and database software
- Strong communication skills (both verbal and written).
- Correct English language usage including grammar, spelling and punctuation.
- Knowledge of business arithmetic; some assignments may require the ability to perform more advanced mathematical calculations such as computing percentages and calculating simple measurements.
Ability to:
- Ability to perform tasks in both the office and outside settings with a professional and courteous manner.
- Ability to read interpret and apply rules, policies and procedures in specific situations.
- Ability to use independent judgment and prioritize multiple tasks.
- Ability develop and maintain effective working relationships.
- Ability to communicate tactfully and effectively with the public.
- Ability to work outside of normal office hours for special community outreach projects.
- Ability to understand and carry out oral and written instruction and direction.
- Ability to communicate upward as well as provide direction and training to lower level staff, depending on assignment.
- Understand and apply specific rules, codes, regulations, procedures, policies, and precedents.
- Select, interpret and explain regulations and procedures to others.
- Locate, identify, and correct technical inaccuracies.
- Work independently in performing assignments and in resolving problems and deviations.
- Establish, organize and arrange and revise the maintenance of department files.
- Research, proof, evaluate, gather, organize and arrange a diversity of information.
- Produce on a variety of material to include graphs, charts, statistical statements, specifications, purchase orders, reports and standardized forms.
- Maintain and process a variety of records and transactions.
- Make accurate and rapid mathematical calculations.
- Operate modern office equipment.
Benefits
SONOMA-MARIN AREA RAIL TRANSIT DISTRICT HEALTH AND WELFARE BENEFITS SUMMARY: The Sonoma-Marin Area Rail Transit District (SMART) offers a comprehensive health and welfare benefits program designed to meet the needs of our workforce. The information below is a general summary of the benefits offered to eligible employees of the District. In the event of a discrepancy between the information below and the Plan’s Certificate or Summary of Coverage, the Plan’s documents will prevail.
EMPLOYEE ELIGIBILITY: SMART employees who work 20 or more hours per week are eligible to enroll in the District’s Health and Welfare benefit programs. Benefits for new hires become effective on the first day of the month following the hire date. Eligible employees must enroll in benefits within 30 days following their date of hire. An employee who fails to enroll during the initial enrollment period must wait until the annual open enrollment period in order to enroll in District sponsored benefit plans.
DEPENDENT ELIGIBILITY: The following are generally eligible for enrollment in District Sponsored benefits: • Your lawfully married spouse or domestic partner. • Your or your spouse/domestic partner’s dependent children, including your son, daughter, stepson, stepdaughter, legally adopted child, a child placed with you for adoption, eligible foster child, or child for whom you are the legally appointed guardian. • A child under a Qualified Medical Child Support Order (QSMCO). • A disabled child above age 26 who meets the disabled child requirements of the health plans. Dependent coverage will end at the end of the month in which the dependent no longer meets the eligibility requirements as defined by the plan. An exception is available for an unmarried dependent child over the plan’s age limit who is chiefly dependent upon the subscriber for support and is incapable of supporting one’s self due to mental or physical disability incurred prior to reaching the age limits as defined by the plan.
PRE-TAX HEALTH INSURANCE BENEFITS: District employees generally pay for their health benefits on a pre-tax basis. If a District employee’s dependent is considered an Internal Revenue Service (IRS) qualified dependent, the District’s contribution for the dependent’s benefit is also tax free and the employee’s share of cost is paid on a pre-tax basis, unless specifically elected otherwise.
PREMIUM DEDUCTIONS: Employee premiums are paid in advance on a bi-weekly basis. Employee benefits premium amounts will vary based on the plan selected and the level of coverage elected. The District pays a portion of the benefits premiums for medical and dental insurance. Premiums for vision insurance, Long Term Disability (LTD) and Group Life Insurance are paid for by the employer.
HEALTH INSURANCE: SMART offers a variety of health plans through the CalPERS Health Benefits Program, including Preferred Provider Organization (PPO), Health Maintenance Organization (HMO) and Exclusive Provider Organization (EPO) style plans. Employee premium contributions will vary based on the plan selected and level of coverage elected.
DENTAL, VISION, LTD, STD AND LIFE INSURANCE: The District also offers dental, vision, and life insurance. Dental Insurance: Delta Dental PPO; Vision Insurance: Vision Service Plan (VSP): Life Insurance: VOYA; Long Term Disability: VOYA; Voluntary Short Term Disability: VOYA
LIFE INSURANCE: District Paid Life Insurance: All regular full-time employees or regular part-time employees who work in an allocated position of 40 hours or more per pay period receive a basic life insurance benefit paid by the District of twice the employee’s annual base salary, capped at $200,000. Employee Supplemental Life Insurance: Eligible employees may also purchase supplemental life insurance increments of $10,000, not to exceed $500,000 when combined with the basic life insurance benefit. The coverage level elected is subject to approval by the insurer. Dependent Life Insurance: Dependent Life insurance provides $5,000 of insurance for each eligible family member. An employee who elects Dependent Life Insurance is automatically the beneficiary. The policy covers employee’s spouse, domestic partner and unmarried dependent children up age 26.
LONG TERM DISABILITY INSURANCE: The Long Term Disability Benefit Plan is an employer-paid Long Term Disability Benefit plan through the VOYA Insurance Company. This plan covers all District employees who are regularly scheduled to work a minimum of 20 hours per pay period. Benefit coverage becomes effective on the first day of the month following the date of initial eligibility. The cost of the LTD Program will be paid by the District while the employee is covered by the plan; therefore, the benefits are subject to appropriate income taxes.
SHORT TERM DISABILITY INSURANCE: The Short Term Disability Benefit Plan is a voluntary plan purchased through the VOYA Insurance Company. This plan covers all District employees who are regularly scheduled to work a minimum of 20 hours per pay period. Benefit coverage becomes effective on the first day of the month following the date of initial eligibility. The cost of the STD Program will be paid by the employee.
FLEXIBLE SPENDING ACCOUNTS: The District offers eligible employees the opportunity to enroll in a tax saving benefit called Flexible Spending Accounts (FSA). This benefit allows eligible employees the opportunity to set aside tax free dollars each pay date to use for reimbursement of eligible dependent care and/or health care expenses.
EMPLOYEE ASSISTANCE PLAN: SMART provides an employee assistance plan for employees and their family members through MHN. The EAP provides employees with confidential access to counseling, legal, financial and other services. This benefit is paid for by the employer.
RETIREMENT PLAN: Employees hired on or after January 1, 2013 District employees are eligible for retirement benefits known as the CalPERS 2% at 62 Plan. Under this plan, employees contribute from their paychecks an amount equal to 50 percent of the cost of the plan. The amount of the contributions may vary from year-to-year, depending upon CalPERS analysis. In return, employees are eligible for a certain level of retirement pay depending on years of service and annual salary before retirement.
DEFERRED COMPENSATION: SMART has available to all employees a 457 Deferred Compensation Plan. This plan, currently managed by Nationwide, allows employees to make voluntary contributions, on a pre-tax basis, for their own retirement savings. For employees hired after June 1, 2012, SMART will match employee’s voluntary contributions up to a maximum of 2% of annual base salary.
SOCIAL SECURITY: Please note that SMART does not participate in Social Security. Most employees will not have taxes deducted from their pay for Social Security, other than Medicare tax as required by law.
STATE DISABILITY INSURANCE: Please note that SMART does not participate in California State Disability Insurance (SDI). Employees will not have taxes deducted from their pay for CA SDI. As a result, employees will not be eligible for the California Short Term Disability Insurance or Paid Family Leave Programs which are funded through the CA SDI tax.
RAILROAD RETIREMENT: Please note that SMART does not participate in Railroad Retirement. Instead, the District participates in California Public Employees Retirement System (CalPERS).
VACATION: Vacation leave is accrued on a bi-weekly basis. Accrual rates will vary based upon position held and years of service. Maximum Accrual Each employee shall accrue and may use vacation leave with full pay providing that the maximum accumulation shall be no more than two hundred and eighty (280) hours for full-time non-management employees and four hundred and eighty (480) hours for full-time management employees. Part-time Employees Part-time employees who work a minimum of 20 hours a week shall accrue vacation leave on a pro rata basis; usage and accrual shall be governed by the same rules and regulation applicable to full-time employees.
SICK LEAVE: Full-Time employees: Full-time employees of SMART accumulate 12 days (64 hours) of sick leave per year or 3.69 hours per pay period. There is no limit on sick leave accumulation. Part-Time Employees: Part-Time employees will receive a pro-rated accumulation based on number of hours scheduled per pay period. HOLIDAYS The District offers 12 paid holidays per year, including two floating holidays. SMART reserves the right to modify employee benefits at any time.