Real Estate Administrative Assistant

SUMMARY Under supervision the Administrative Assistant performs a variety of routine to specialized administrative and office support tasks; types and edits documents ranging from general correspondence to technical reports and spreadsheets; provides customer service to permitees, licensees, lessees and members of the public; schedules meetings and makes meeting arrangements; performs specialized technical support for District operations; and performs related duties as assigned.

Wage Range:

$33.10 - $41.38 SUPERVISION

RECEIVED AND EXERCISED

Receives supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Administrative Assistant:

This is the first working level in the Administrative Assistant series. Employees are expected to use judgment in applying guidelines, processes, and policies and procedures when performing tasks and making decisions. Supervisory oversight is limited to monitoring unusual assignments which fall outside normal operating procedures, and the employee uses initiative in independently carrying out recurring assignments without specific instructions, but refers deviations, problems, and unfamiliar situations not covered by instructions to the supervisor for decision or help.

EXAMPLES OF TYPICAL JOB FUNCTIONS

(Illustrative Only) Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the typical functions of the job. Organizes, maintains, and updates subject, project, tickler, property and specialized files, both electronic and paper; maintains and updates file indexes; removes and archives inactive files; updates technical and operating manuals. Processes, circulates, creates and maintains Real Estate Department permits for access to SMART property. Learns a variety of Real Estate Department functions for future use and assistance when permissible, such as railroad valuation map interpretation, right of way acquisition and disposal principles, real estate contract and licensing principles, title and valuation principles, negotiations concepts and other Department-related items. Greets, answers, screens, and refers visitors and telephone calls; may perform receptionist duties at a District facility; maintains a high level of customer service; responds to requests for information and receives complaints from customers and the public. Provides administrative support for managers, supervisors, and staff; maintains calendars; schedules meetings and makes meeting arrangements including room set up and catering; prepares and distributes agendas and minutes. Creates, types, formats, edits, revises, proofreads, tracks, and prints a variety of narrative, statistical, and technical documents, reports, correspondence, memoranda; designs and revises forms, charts, and graphs. Assist in onboarding of new staff, coordinating vacations, and tracking departmental staff time off requests; refer questions to human resources and payroll. Assists in purchasing activities; solicits quotes, makes purchases, advises on best practices in cost saving and recordkeeping; writes purchase requisitions, distributes purchase orders, verifies receipts, and approves invoices; reconciles and adjusts year-end closeouts of purchase orders and invoices. Monitors and maintains inventories of supplies and materials; types purchase requisitions and check requests; purchases supplies and materials within established purchasing guidelines. Obtains data from multiple sources; extracts data elements required; updates and maintains specialized logs and databases; cross-checks data to identify errors and discrepancies for research and resolution; creates reports and documents in compliance with regulatory requirements. Prepares, edits, and formats weekly and monthly reports, technical worksheets, tables, and computations; establishes, maintains, and tracks pending projects in database; researches and assembles information from a variety of sources for the preparation of records and reports; makes arithmetic calculations. May provide training and orientation to new staff on office procedures and software. Adheres to all required safety procedures and programs. Performs related duties as assigned.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

Equivalent to completion of high school, supplemented by coursework or training in general office, clerical, or administrative support operations.

Experience:

Two (2) years of year of responsible clerical and administrative support experience.

Licenses and Certifications:

Possession of, and ability to maintain, California Class C driver's license. SMART is an equal opportunity employer.