Department: Capital Programs
Division: Real Property
Status: Project Position
Description of Work
This position performs administrative support, secretarial duties and special projects as assigned.
Duties & Responsibilities
Greets visitors and answers phones, screens calls, responds to questions, takes messages, and coordinates phone coverage for the department. Composes routine correspondence, develops reports, graphs, memorandums, charts, training materials, spreadsheets and other correspondence from notes, oral or written instructions.
Maintains calendar for supervisor and arranges meetings for department as needed. Monitors departmental assignments/deadlines.
Receives and distributes incoming mail, information and requests to appropriate staff. Arranges for courier services/overnight deliveries or makes deliveries of documents.
Creates files for various projects. Provides document control and maintains design and construction records including: correspondence, agreements, design documents, submittals, contract changes, daily reports, proposal requests and payment applications in conjunction with the overall RTD document control system.
Inventories and orders office supplies. Arranges for office equipment maintenance and handles day to day logistics of the work environment.
Generates travel requests and authorizations. Performs initial review of division travel and expense reports to ensure compliance with company policies.
All other job-related duties as assigned.
WORKING ENVIRONMENT AND PHYSICAL REQUIREMENTS
The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodations.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and color vision.
The work environment is a typical office environment with minimal exposure to excessive noise or adverse environmental issues.
A minimum of three years of administrative experience supporting senior management level personnel or Associate Degree.
General knowledge of engineering terminology.
Proficient with Microsoft Office Suite. Maintain files and logs for easy and efficient reference.
Ability to communicate effectively, orally and in writing.
Ability to use sound judgment.
Ability to manage time and workload effectively which includes planning, organizing, and prioritizing with attention to details with minimal supervision.
Ability to maintain a high level of confidentiality and discern sensitive issues.
Effective and courteous customer service skills. Ability to be assertive and diplomatic.
An equivalent combination of education, experience, knowledge, skills, abilities.
CORE COMPETENCIES: ADMINISTRATIVE
SAFETY: Promotes safety as agency's number 1 priority in decision-making, reporting, learning, mitigation and follow-up. Zero tolerance for unsafe conditions or acts. Promotes continuous improvement of safety culture.
COMMUNICATION (E): clear and concise verbal and written communication, polite and respectful of others, verifies understanding
CUSTOMER SERVICE ORIENTATION: treats all customers as #1 priority, views all staff as internal customers, assists customers without prompting, acts pro-actively on behalf of the customer, focuses on customer satisfaction
WORKLOAD MANAGEMENT (E): prioritizes tasks and requests for assistance, timely completion meeting deadlines, detail oriented
ETHICS AND INTEGRITY: perceived fairness; tolerance; honesty; consistent in application of policies and procedures.
JOB SPECIFIC COMPETENCIES
CONSISTENCY: treats all employees equally; applies policies and procedures in the same manner for every situation; provides equal opportunities for training and development
FLEXIBILITY: able to adapt behavior, opinions, tactics, and strategies to different situations, individuals, or changing priorities
SELF DIRECTED: acts independently; accomplishes goals without direct management supervisor or relying on other team members; understands gaps in personal skill set and knows where to go to acquire the support needed to get the job done