Office Assistant

OPEN UNTIL FILLED 

Led by a Board of Directors made up of elected officials from each of the 24 cities and towns and the five county supervisorial districts, San Bernardino County Transportation Authority (SBCTA) staff is focused primarily on freeway, interchange, and transit enhancements to the region that first and foremost benefit the taxpayer of San Bernardino County.  Coupling that effort with various non-transportation related objectives from the Council of Governments role of the agency brings the mission of providing quality of life improvements to the residents, business operators, and commuters of our region to the forefront.

For more than four decades, SBCTA (previously known as SANBAG) has taken pride in delivering on its commitment to the voters through the implementation of Measure I.  This half-cent sales tax that generates transportation dollars that are from the region and for the region is a critical element in the agency's goal to keep people and goods moving effectively.  SBCTA calls the historic San Bernardino Santa Fe Depot home.  Our headquarters not only positions the agency in the heart of the county, but is symbolic of our longstanding commitment to transportation.   

Receives general supervision from assigned supervisory or management personnel. Exercises no supervision over staff. 

Class Characteristics

This is a journey-level classification responsible for performing routine office support and reception duties. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This classification is distinguished from the Executive Assistant in that the latter performs the more advanced and complex administrative and office support duties such as providing administrative support to assigned boards, committees, and commissions.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. 

• Performs general reception duties; receives and screens visitors and telephone calls; takes messages, directs callers and visitors to the proper office or person, and/or provides factual information regarding SBCTA programs, activities, and functions; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.
• Gathers information from appropriate sources; completes and processes forms, records, and/or other documents; routes documents for required signatures.
• Types, formats, prints, copies, sorts, and/or distributes various contracts, agreements, correspondence, reports, forms, and records; proofreads and checks for accuracy and completeness following established procedures; corrects grammar, punctuation, and spelling.
• Enters, edits, and retrieves data following established formats and data standards.
• Maintains accurate and detailed databases, files, and records; verifies accuracy of information, researches discrepancies, and records information; converts files to appropriate formats; adheres to established records retention schedules including archiving, scanning, and destructing files. 
• Performs other routine clerical support work as required, which may include, but is not limited to, maintaining lists and logs, opening and distributing mail, processing outgoing mail, and ordering and maintaining inventory of office supplies.
• Performs related duties as required.

Knowledge of:

• Modern office and customer service practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• Record keeping principles and practices.
• Business arithmetic.
• Methods of preparing and processing various contracts, agreements, records, correspondence, reports, forms, and other documents.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and SBCTA staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

• Perform varied office and customer service support work with accuracy and speed. 
• Type concise reports, correspondence, and other written materials from instructions. 
• Prepare and process various contracts, agreements, records, reports, forms, and other documents.
• Learn, understand, interpret, apply, and explain applicable federal, state, and local policies, procedures, laws, and regulations and SBCTA policies and procedures relevant to work performed.
• Learn and understand the organization and operation of SBCTA as necessary to assume assigned responsibilities. 
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Make accurate mathematical computations.
• Maintain a variety of filing, record keeping, and tracking systems.
• Use tact, initiative, and judgment within general policy and procedural guidelines and legal requirements.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

• Requires possession of a valid California Driver’s License, a satisfactory driving record, and a properly registered and insured vehicle, to be maintained throughout employment.

Physical Demands