Administrative Assistant

City Of Longview Longview , WA 98632

Posted 2 months ago

Job Description:

Administrative Assistant

  • RiverCities Transit

Position, recruitment and testing process information

Recruitment information:

Application materials (application, cover letter, and resume) must be completed along with responses to any supplemental questions. Incomplete application materials will not be considered. Qualified candidates who meet minimum requirements will be subject to additional evaluation including a written exam and interview.

Position information:

The City of Longview is looking for a full-time Administrative Assistant to join our Transit Team. This position serves our public transit division, which operates RiverCities Transit in the Longview/Kelso urban area. Typical duties include organizing and maintaining files, processing accounts payable and receivable, reconciling revenue, serving as Clerk of the Board to the Cowlitz Transit Authority, preparing information for annual reports and system audits, assisting with public records requests, providing customer service in person and over the phone, and data entry. Our ideal candidate will have excellent customer service and communication skills, an ability to change tasks frequently, ability to keep and maintain confidential information, and maintain attention to detail. This position reports to the Transit Supervisor who assigns specific tasks and responsibilities. This position will report for duty Monday

  • Friday and is located at our City Shop in Longview. This position also provides substitute coverage at our downtown Transit Center to sell bus tickets and passes and provide customer service.

The second level of the Administrative Support Series is responsible for performing administrative duties in support of a department or unit similar to the Office Assistant level, but could also include: maintaining budgets; performing more complex administration; coordinating special projects; and dealing with critical and time-sensitive situations.

The Administrative Assistant is distinguished from the Office Assistant in that it is responsible for performing more complex administrative duties that often involve the maintenance of budgets and supervising special administrative projects.

The Administrative Assistant position is represented by the EBA. More information is available on our website The finalist selected will be required to pass a pre-employment criminal background check

Essential Job Duties

Regular attendance is an expectation of all positions.

Performs various administrative support duties, to include: screening incoming calls; taking and transmitting messages; maintaining calendars; making photocopies; performing data entry; faxing documents; requisitioning supplies; monitoring and restocking office supplies and materials; following up on orders and deliveries; word processing; and/or other related activities.

Assists with budget preparation and administration; processes related accounts payable and/or receivable information.

Maintains applicable departmental databases and information.

Assembles a variety of reports related to departmental activities and/or operations; conducts related administrative research.

Organizes and maintains files, including creating and maintaining confidential department/employee files; files documents alphabetically, numerically, or by other prescribed methods.

Composes a variety of routine and/or specialized correspondence, reports, documents, applications, forms, memos, and/or other applicable materials; and verifies and edits grammatical composition.

Coordinates and prepares for meetings and/or special events, which includes: preparing meeting agendas; scheduling; preparing and disseminating invitations; coordinating and assembling applicable materials; setting up rooms; taking, transcribing, and disseminating meeting minutes; ordering meals and snacks; receiving attendance confirmations; and/or, performing other related activities.

Performs other duties of a similar nature or level.

Minimum Qualifications

High School Diploma or GED and 1-2 years of general office support experience.

Licensing requirements may include:

  • Valid Driver's License

  • Notary Public License

Ideal Candidate Information

Knowledge of:

  • English language, grammar, and punctuation;

  • Modern office procedures, methods, and equipment;

  • Meeting and/or special event scheduling techniques;

  • Basic report preparation techniques;

  • Recordkeeping principles;

  • Keyboarding techniques;

  • Customer service principles;

  • Filing principles and practices.

Skill in:

  • Composing a variety of business correspondence;

  • Scheduling and coordinating special events and meetings;

  • Keyboarding;

  • Using modern office equipment;

  • Processing departmental documents;

  • Preparing and proofreading a variety of routine reports and/or documents;

  • Using computers and related software applications;

  • Providing customer service;

  • Communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc., sufficient to exchange or convey information and to receive work direction.

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Administrative Assistant

City Of Longview