Administrative Assistant, Petaluma

Sonoma Main Area Rail Transit   Petaluma, CA   Full-time     Administration / Clerical
Posted on May 11, 2022
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General Information
Job Title:
Administrative Assistant
5401 Old Redwood Highway Suite 200
Petaluma, CA, 94954
United States
Base Pay:
$26.18 - $31.82 / Hour
Employee Type:
Job Category:
Administrative Assistant, Customer Service, Clerical
Government Administration, Public Transit, Transportation
Minimum Experience:
1 Year
Required Degree:
High school
Manage Others:

This position provides clerical and administrative support to various departments within SMART. 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.

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.
Provides Front Desk Reception services.
Assists the public with information and inquiries regarding SMART fares and services;
Verifies eligibility for SMART fare programs; handles cash related to sale of transit passes.
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.
Assist with outreach activities (meetings, canvassing neighborhoods, preparing materials).
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.


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:
Standard office practice and procedures including filing and retrieval systems, correspondence formats, and the operation of standard office equipment.
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.
Business arithmetic; some assignments may require the ability to perform more advanced mathematical calculations such as computing percentages and calculating simple measurements.

Ability to:
Perform tasks in both the office and outside settings with a professional and courteous manner.
Read interpret and apply rules, policies and procedures in specific situations.
Use independent judgment and prioritize multiple tasks.
To develop and maintain effective working relationships.
To communicate tactfully and effectively with the public.
Work outside of normal office hours for special community outreach projects.
Understand and carry out oral and written instruction and direction.
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 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.


Position Details
Hourly Rate: $26.18 - $31.82
FLSA Status: Non-Exempt
There is a 12-month probationary period following appointment to this position.
Proof of vaccination for COVID-19 is required prior to beginning employment. Exemptions may be requested for medical or religious reasons.
A thorough background check will be required including, but not limited to: current and past employers, personal contacts, education verification. A credit report will be required for positions covered under Labor Code 1024.5. (A complete list of background check documents will be provided upon request).
A pre-employment physical, including a urinalysis drug screen, will be required.

SMART is a drug-free workplace. All employees will be expected to behave in accordance with this policy.

Sonoma-Marin Area Rail Transit is an Equal Opportunity Employer