Administrative Assistant

Greets and assists employees, outside agencies, and the public on a telephone system or in person, determines nature of business, and directs callers or visitors to appropriate person or destination. Provides route and schedule information. Explains Agency policies, rules, and procedures within scope of knowledge and authority or refers to appropriate person. Makes identification cards for employees, families and retirees. Maintains staff vehicle reservation system, schedules reservations for staff cars, coordinates group travel, tracks vehicle use and keys, and coordinates with Maintenance Division for repairs and issues with staff vehicles.

Independently, or with minimal oversight by supervisor, makes all decisions regarding administrative office supplies, stock, and associated office equipment: Orders, purchases and receives supplies and equipment. Stocks, maintains and organizes supply areas. Researches, evaluates, and vets bestvalue purchases. Analyzes usage trends and adjusts on-hand inventory accordingly. Reconciles inventory and maintains within acceptable limits. Advises Supervisor and implements efficient and cost effective purchasing practices.

Serves as main contact for vendors for office supplies and equipment. Manages contracts with vendors and resolves any issues regarding performance of equipment or services provided by a vendor and any issues regarding pricing, receipts, delivery, etc. Coordinates maintenance and repair of office equipment including typewriters, copiers, postage meters, binders and laminators; orders related supplies and performs necessary operator servicing; places service calls as needed. Reviews related invoices for accuracy

Collects and distributes incoming mail; processes outgoing mail for pickup. Prepares priority and express mail, maintains tracking and instruction forms, and tracks certified mail receipts. Preparing mass mailings and requisitions for yearly bulk mail, post office box rental and permit dues.

Assists Human Resources with confidential specialized support including filing, entering training data, preparing interview binders and new hire packets. Assist trainers with room set-up requests.

Assists in claims administration and tracking of all Agency accidents, incidents, employee injuries, and passenger events. Reviews reports, incidents, and related materials and enters data into computer.

Prepares recognition documents for SMT review monthly. Composes employee recognition letters, and assists with information for agency monitor. Inputs recognition points into database for tracking.

Performs various routine clerical duties; types general correspondence, edits and proofreads materials, makes photocopies; performs word-processing. Peruses booklets, pamphlets, brochures, and newspapers for Agency-related articles, notifies departments and maintains Agency-related articles. Assists with public process of notification and distribution of annual TDP and agency budget. Coordinates information for onboarding of Amtrak Volunteers and orders necessary supplies.

Assist with surplus property; tracks property, vehicles sold, processes notifications and titles, coordinates with internal department, local jurisdictions and state agencies. Maintains and updates mail lists and database.

Performs other duties of a similar nature or level.

Must meet regular time and attendance standards.