Administrative Coordinator Jobs

AC Transit is actively searching for qualified candidates for the Administrative Coordinator position. This position provides responsible paraprofessional administrative and technical support to the External Affairs, Marketing & Communications Department and performs other related duties as assigned. The Administrative Coordinator position may exercise direct or functional supervision over assigned lower-level clerical support personnel.
This is an excellent opportunity to work for the largest bus agency in California. In addition to working with some of the best in the business, AC Transit also has an excellent benefits package that includes pension, medical, dental and vision coverage, flexible spending and a 457 savings plan.

• Prepare purchase requisitions
• Print checks and maintain check printing system for both payroll and accounts payable applications
• Perform various routines to support cash handling systems and the daily reporting of collections and disbursements including revenue bin resets at District operation divisions
• Investigate complaints and recommend corrective action as necessary to resolve complaints
• Monitor and control expenditures
• Plan, organize and coordinate the inflow and outflow of personnel through the department or assigned programs and projects
• Prepare various reports on operations and activities
• May prepare and/or coordinate reports, board presentations, community outreach presentations, public or employee meetings, press releases, legal and display advertisements, promotional material, statistical reports, and other complex documents
• Proofread for accuracy, correct form, content and proper English usage
• Order supplies and materials
• Recommend improvements and modifications
• Evaluate operations and activities of assigned responsibilities
• Assist with ordering, vaulting, and security of viable check stock and all fare revenue instruments
• May manage the utilization of departmental facilities and conference/training rooms and coordinate calendar of availability
• Participate in budget preparation and administration
• Recommend and assist in the implementation of departmental goals, objectives, strategies and work plans
• Prepare personnel requisitions and track progress in filling departmental vacancies
• Audit and reconcile vendor payments and fare media sales and returns
• Provide administrative and technical support related to an occupational specialty or function for an assigned department of the District such as public information, training and education, maintenance, treasury, etc.
• Answer questions and provide information to the public, employees, and retirees
• Build and maintain positive working relationships with co-workers, other District employees and the public using principles of good customer service.
• Prepare cost estimates for budget recommendations
• Ensure that records pertaining to departmental or District activities are properly maintained
• May maintain department petty cash account
• Implement departmental policies and procedures
• Establish schedules and methods for monitoring administrative activities
• Maintain files and records
• Attend a variety of meetings throughout the District during the day and evening

Education/Training: Equivalent to the completion of an Associate degree from an accredited college with major course work in business, organizational development, public administration or a related field.
Experience: Equivalent to at least six (6) years of progressively responsible full-time clerical and/or administrative work experience in office administration.
Desired:

• Ability to prioritize tasks while managing department inventory.
• This position requires the incumbent to occasionally travel to District facilities, with the flexibility to work early mornings, late afternoons/evenings, and or on the weekends as needed for events at various District locations and in the community.
• Proficient with Microsoft Suites Wrike, Prophix, PeopleSoft (Finance Packages & HR Packages), P-Card Reconciliation, SharePoint.

• Nine (9) paid holidays; 2 paid floating holidays; 1 paid birthday holiday
• Employee Assistance Program (EAP)
• Free AC Transit Bus Pass
• Vacation and Sick Leave or Personal Time Off
• AC Transit contributes up to $50.00/month towards an employee’s FSA Transit costs
• Medical - Choice of two Health Maintenance Organizations (HMOs): Kaiser Permanente and Health Net. $10.00 office visit co-pays; $5.00 - $35.00 prescription co-pays.
• Federal Credit Union
• Wellness Program
• Employee paid Voluntary Term Life Insurance
• Retirement – employees automatically participate in a lifetime defined benefit plan and have the option to contribute to a 457 deferred compensation plan via payroll deductions. All employees hired on or after January 1, 2016 may be in the District’s Tier II pension plan covered by the Public Employees’ Pension Reform Act of 2013 (PEPRA). As such, employee may be required to contribute a small portion of annual income towards the cost of the pension.
• Vision - Vision Service Plan - $10.00 copay; eligible for an exam, lenses, frames or contact lenses every 12 months – based on the last date of service. $200 frame allowance or $120 allowance for contact lenses.
• Dental – MetLife Preferred Provider Organization (PPO) $50 annual deductible per person/$150 per family; $3,000 per person annual maximum; preventative care covered at 100%; basic and major care covered at 90%; $4,000 lifetime maximum orthodontia covered at 50%.
• Flexible Spending Accounts (FSA) for Health Care, Dependent Care, Parking, Transit
• Employer paid Basic Life Insurance
• Tuition Reimbursement – up to $2500 per fiscal year on approved courses

• AC Transit benefits are negotiated and subject to change based on collective bargaining agreements.