Under the direction of the Division Manager, Paratransit Services, the Administrative Specialist position provides support to the Chicago Paratransit office and Paratransit staff located at Pace Headquarters. Duties of the Administrative Specialist include providing support to managers and employees, assisting in daily office essentials and managing general administrative activities. The Operations Administrative Specialist responsibilities include, but not limited to: 1) General support to visitors, staff and contractors; 2) Assists the Receptionist/Customer Assistant to answer and direct phone calls as needed; 3) Plan, organize and schedule meetings and take detailed minutes; 4) Write and distribute email, correspondence memos, letters, faxes and forms with internal and external customers; 5) Assist managers with coordination of office activities; 6) Develop and maintain a filing system including electronic files in a well-organized manner; 7) Orders office supplies and reconciles office vendors/supplier invoices; 8) Coordinates servicing of all office equipment; 9) Is responsible for and reconciles petty cash; 10) Vehicle maintenance schedule of pool fleet in compliance with Pace policies; 11) Liaise with executive and managers to handle requests and queries from staff.
Qualified candidate must have at least three (3) years' experience as an administrative assistant or have relevant work experience. A Bachelor's Degree in Business and/or experience in Paratransit operations or the transportation industry are preferred qualifications. Candidate must have: Knowledge of office management systems and procedures; working knowledge of office equipment, like printers and fax machines; proficiency in MS Office (MS Excel, Word, Outlook and MS PowerPoint, in particular) is required; knowledge and hands on experience in computerized record keeping and database management; excellent time management skills and the ability to prioritize work; attention to detail and problem-solving skills; excellent written and verbal communication skills; strong organization skills with the ability to multi-task. Candidate must have the ability to work with multiple managers to meet the goals of the department, assist internal and external customers and the ability to manage a busy and rigorous department. Knowledge of Trapeze is preferred. Applicant must have a good work history and possess a current valid driver's license and a good driving record. Must be able to manage traveling by vehicle within the six (6) county RTA region and access other modes of transportation to travel outside of the RTA region. This includes carrying equipment and documents.