Administrative Assistant-Oakland



Job Summary
Provides administrative and clerical services for the branch office in order to ensure effective and efficient operations.

Essential Duties

  • Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries as well as determining if access should be granted to certain individuals.
  • Backup for sales counter and phone
  • Assist sales counter with any administrative duties
  • Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
  • Screening TC applications in TM Soft for selection criteria
  • Check DMV records for applicants (TC's)
  • Phone screening applicants and in-person interviews. These should be scheduled and coordinated with Area Manager/Operations Manager
  • Reference checking subsequent to interviews
  • Scheduling drug screenings and pre-hire physical ability test for new hire Traffic Controllers
  • Assist the new hires with filling in their paperwork and make sure all the papers are filled correctly and signed
  • Compose and deliver Traffic Controller dispatch letters and give instructions to new hires for enrolling in the union
  • Coordinate with operations the new hire start dates along with training classes
  • Create job numbers and service orders for Traffic Control receipts on TMSoft.
  • Submit traffic control plans and permits to jurisdiction on behalf of customers.
  • Prepare a monthly expense/ petty cash report and send it to the main office.
  • Monitor Donlen with respect to work receipt times and prepare reports when needed
  • Balance the sales order report with sales receipts, submit them to main office and then scan them over to Y drive to be entered in each sales order receipt
  • Enter the work receipts with accuracy and timely manner into TMSoft for payroll
  • Verify work receipt accuracy checking for mistakes and making corrections.
  • Monitor and cataloging setup/pickup times and identify any discrepancies keeping an eye out for dishonesty
  • Create Purchase Orders when needed, scan them and send them to Accounting Department
  • Enter inventory quantities into TM Soft for processing and communicate the monthly inventory with the main office.
  • Provide general administrative assistance

Required Knowledge

  • Active knowledge of the Office Suite (Word, Excel, PowerPoint, Access).

Skills and Abilities

  • Ability to make administrative/procedural decisions and judgments
  • Ability to analyze and solve problems
  • Excellent interpersonal and verbal & written communication skills
  • Ability to gather data, information, and prepare reports independently and in a timely and/or urgent manner as needed
  • Demonstrated ability to multi-task and prioritize and escalate issues to the proper person when necessary
  • Ability to work fluidly and effectively with company's departments as needed to resolve unspecified issues as they arise.
  • Maintain a positive work environment.

Equipment Operated

  • Computer (Keyboard, mouse)
  • Phone
  • Basic office equipment (Stapler, scissors, hole-puncher, etc.)
  • Copy/Fax Scanner

Physical Requirements & Work Environment

  • Requires standing/sitting for prolonged periods of time
  • Requires lifting up 20lbs
  • Requires using hands to handle, control or lift objects
  • Requires repetitive movement
  • Clarity of vision at 20 inches or less.
  • Must be able to fulfill essential job function in a consistent state of alertness and safe manner

Minimum Education and Experience

High school degree with 2 years of related experience.

Job Type: Full-time

Salary: $18.00 /hour


  • related: 2 years (Required)


  • High school (Required)


  • Oakland, CA (Preferred)