Location: Chicago
Office: Revenue Services
Department: Paratransit
Job Description:
Under the direction of the Division Manager. Paratransit Division, the Administrative Specialist is responsible for managing and coordinating administrative activities to ensure efficient office operations of the Pace Chicago Paratransit Division. This includes supporting managers and staff, managing office supplies, scheduling appointments, handling correspondence, and maintaining records in accordance with Pace policies and procedures. Essential functions include the use of effective and efficient customer service etiquette in communication with internal and external customers. Processing incoming calls as needed, answering basic inquiries, assisting with paratransit trip status, or routing calls: managing and maintaining office supply inventory, office equipment, off-site file storage, fleet of admin vehicles, and petty cash box daily sign in/out logs, staff reconciled timesheets and leave requests for managers approval in accordance with Pace policies and procedures: performing efficient and accurate job functions requiring the use of the various software programs utilized by Pace, which includes MS Word, Excel, Adobe documents, Trapeze routing and scheduling software, Oracle database and Service Now software: coordinating office functions. schedules conference rooms, appointments, meetings: maintaining Outlook office calendars: managing correspondence, including emails and letters, memos, and interoffice mail. Employ proficient written communication skills to prepare correspondence as needed: assisting Paratransit managers and staff in the management of various projects. including maintenance of spreadsheets and databases and providing support for daily operation of service as required. including unexpected occurrences.
Qualifications:
Must have a high school diploma or GED at minimum, an associate or bachelor's degree is preferred. A valid state of Illinois, Wisconsin, or Indiana driver's license with good driving history is required. The ideal candidate for this role should have excellent communication, organizational, and time management skills, as well as proficiency in various software programs. Must be proficient in the use of Microsoft Office suite applications (Excel, Word, Outlook) and Adobe (pdf files). Qualified candidate must have at least three (3) years' experience as an Administrative Specialist or have relevant work experience. Must have working knowledge of office management procedures, office equipment, like printers, postage machines, copiers and fax machines and firsthand experience in computerized record keeping and database management, and good work history. Must have the ability to work independently and be highly organized with attention to detail and aptitude for problem solving. Must have strong customer service skills, excellent verbal interpersonal and written communication skills and be computer proficient. Must have the flexibility and ability to prioritize tasks and work with multiple managers and staff. Must have strong analytical math skills, organizational skills, and the ability to multi-task. Must be able to meet deadlines and adapt to a dynamic environment. Must be open to work schedule changes as needed to meet public transit service demand. In addition to English, fluent in Spanish or Polish is preferred. Must be comfortable working in an office environment. Is required to travel to Pace project sites within the six-county RTA region and as needed, be able to travel outside of the RTA region. Must be able to lift up to 25 pounds. This position is subject to random drug and alcohol testing.
Pace is an Equal Opportunity Employer