JOB TITLE: Administrative Assistant
SUPERVISOR: Transit Support Supervisor
REPORTS TO: Transit Support Supervisor
PAY TYPE: Nonexempt
SALARY: $40,000 – $50,000, dependent on experience and qualifications.
JOB DESCRIPTION:
The Administrative Assistant provides high-level administrative, clerical, and customer service support to the Customer Service unit and other departments, ensuring efficient office operations, clear communication, and accurate records management. This role coordinates meetings, travel, onboarding, and reports; uses a company purchasing card for approved travel bookings and office supply purchases; processes public records requests and TDOT-related tracking; and supports cash room functions, visitor services, and employee engagement activities.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Organizational Support (60%)
· Perform clerical duties such as filing, photocopying, scanning, and faxing.
· Schedule and coordinate meetings and appointments.
· Coordinate all travel arrangements as the primary contact, including processing paperwork, scheduling and booking, and submitting required information to the city.
· Administer and responsibly use a company-issued purchasing card (p-card) for approved transactions.
· Prepare and edit documents, reports, and presentations.
· Maintain office supplies inventory and place orders as needed.
· Aid in producing timely and consistent reports.
· Schedule TDOT appointments and track all safety-sensitive employees’ TDOT medical cards.
· Handle sensitive and confidential information with discretion.
· Process public records requests.
· Serve as Recording Secretary for Knoxville Transportation Authority.
Customer Service (20%)
· Manage incoming and outgoing communications, including answering and directing phone calls, emails, and other correspondence.
· Provide general support to visitors and ensure they follow security requirements.
· Perform cash room tasks including counting cash and coins, collecting fare and tickets from fare boxes, and reporting fare total to finance department.
· Monitor and document customer complaints for follow-ups and resolutions.
· Assist with monitoring and documenting lost and found items.
Recruiting & Engagement (20%)
· Support new-hire onboarding by coordinating and facilitating orientations.
· Coordinate employee engagement events, including planning and execution.
· Collaborate with the recruiter to schedule and support job fairs.
· Participate in sourcing and maintaining candidate pipelines for various roles.
· Assist with facility signage and advertising.
· Maintain and input accurate records of new-hire I-9 verifications.
MINIMUM REQUIREMENTS:
Education and Experience
Associate’s degree and two years of administrative experience in an office setting or; High School diploma with four years of administrative experience in an office setting.
Knowledge, Skills, and Abilities
· Proven administrative or assistant experience.
· Proficiency in MS Office, including Excel, Word, and Outlook.
· Excellent time management, prioritization, and organizational skills.
· Strong attention to detail and problem-solving ability.
· Excellent written and verbal communication skills.
· Ability to handle confidential information professionally.
PHYSICAL DEMANDS:
Frequent use of hands and fingers; regular sitting and reaching; occasional standing, walking, stooping, kneeling, and crouching. May require lifting or moving items up to 50 pounds and performing repetitive wrist and hand motions. Clear vision, speech, and hearing are essential.
WORK ENVIRONMENT:
The noise level in the work environment is usually moderate.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
