Administrative Assistant, Customer Relations and Communications

Overview

Thank you for your interest in working for Long Beach Transit. As a result of the ongoing COVID-19 (coronavirus) pandemic, we regret to inform you that all LBT job applications must be submitted online. We are taking this step out of an abundance of caution.

Thank you for your understanding.

Under the direction of the Executive Director /VP of Customer Relations and Communications, the Administrative Assistant (AA) provides administrative support to the Executive Director/VP, Customer Relations, and Communication and department managers supporting internal and external communications, community outreach, and general project management. This position also works with the Manager of Government Relations. 

The AA is a member of a critical cross-departmental Administrative Coordinating Team (ACT)comprised of executive assistants and administrative professionals, whose mission is to improve efficiency and communication across the organization.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Assists the Customer Relations and Communications Department by providing administrative support to projects, community outreach and events, and customer communications.
• Tracks department budgets, expenses, KPIs, and financial data
• Audits, customer-facing materials on board buses and at stops.
• Administers the day-to-day activities related to Government Relations, activities including record-keeping, report development, and compliance tracking.
• Assists in drafting policies/procedures and creates department manuals and training materials
• Composes letters, memos, correspondence, and other documents, as directed.
• Assists staff in the coordination of all documentation related to ensuring compliance with federal, state, and local audits, and compliance reviews.
• Creates spreadsheets, agendas, minutes, and outcome realization plans.
• Organizes and maintains department files.
• Schedules meetings and appointments and keeps multiple calendars updated.
• Ensures that documents and reports prepared by staff are submitted in a timely and accurate manner and are complete and of a high quality.
• Research files and records and compiles data as requested.
• Tracks office supply inventory and approves supply orders.
• May assist with community, employee, and customer outreach, including events, public meetings workshops and other events.
• Complies with all safety regulations as stated in the company safety program; reports safety-related accidents, incidents, and unsafe work conditions; attends safety-training programs as required.
• Other duties/projects as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed are representative of the knowledge, skill, experience, and/or ability required or in those specifically designated, preferred. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions

ATTRIBUTES AND SKILL SETS:

• Demonstrated success at managing multiple projects and priorities simultaneously, strong organizational skills.
• Leadership through initiative
• Creating a climate of optimism
• Be open to new ideas and continuous improvement.
• Positively communicates both orally and in writing.
• Detail-oriented with excellent grammar, spelling, punctuation and writing skills.
• Exhibits a high degree of confidentiality.
• Advanced computer skills including Microsoft Office Suite (Word, Excel, PowerPoint and Outlook), Adobe, and navigating in web-based environments
• Skillful analytical and problem-solving abilities

EDUCATION and/or EXPERIENCE:

Bachelor’s degree in public administration, communication, business, or other related degrees preferred with work experience as an administrative assistant, or similar position, a plus. Experience may be substituted for education on a case-by-case basis. Excellent Microsoft Word, Excel, PowerPoint and Outlook skills required.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

Salary range:  $59,808 - $80,741 per year (Depending on Experience)

Actual compensation packages consider a wide range of factors that are unique to each candidate, including but not limited to geographic location; skill sets; relevant education and certifications; depth of experience; performance; and other business and agency needs.  At Long Beach Transit compensation decisions are dependent on the facts and circumstances of each role and it is not typical for an individual to be hired at or near the top of the salary range.

Application

Apply online at www.ridelbt.com/careers  Online applications must include past work history and be fully completed to be considered. Resumes will not be accepted in lieu of a complete online application.

Upon Request, a Driving Record printout is required with application (must be current within the 30 days of the printout).COVID-19 Vaccine Required.

Candidate must be eligible to work in the United States. Long Beach Transit does not sponsor H-1B or other related work visas. 

Equal Opportunity Employer

Successful candidate must pass agency physical, drug and alcohol examinations.

Long Beach Transit, 1963 E. Anaheim St., Long Beach, CA 90813

This job description is not intended to be a complete listing of all the job duties required of this position, but to provide information on the general scope of the position.

Salary : $59,808 - $80,741