Administrative Assistant, Information Technology at Long Beach Transit

Overview

Thank you for your interest in working for Long Beach Transit. As a result of the ongoing COVID-19 (coronavirus) pandemic, we regret to inform you that all LBT job applications must be submitted online. We are taking this step out of an abundance of caution.

Thank you for your understanding.

Under the direction of the Executive Director/Vice President, Information Technology (ED/VP), the Administrative Assistant (AA) provides expert professional assistance and administrative support to the ED/VP in managing the department’s initiatives including planning, priorities, goals, and opportunities. In addition, the AA is responsible for oversight of assigned daily departmental functions. 

The AA is a member of a critical cross-departmental Administrative Coordinating Team (ACT), comprised of executive assistants and administrative professionals, whose mission is to improve efficiency and communication across the organization.

Responsibilities

• Attends departmental meetings and develops a framework for ensuring that identified results are monitored, tracked and reported on
• Prepares tracking logs of intermediate outcomes and action plans that can be used as milestones
• Follows-up and reports on project progress using quantitative and qualitative measures
• Coordinates departmental communications, meetings and follow-up activities
• Drafts policies and procedures and creates department manuals and training material
• Facilitates department communication with system users, contractors, and others in obtaining user feedback
• Tracks Helpdesk work orders/requests and ensures timely and quality resolutions with IT team members and system users by coordinating and handling Helpdesk calls, tickets and/or e-mails about IT issues
• Tracks location and condition of assets; oversees asset replacement schedule; and reconciles variances with the Finance department.
• Oversees the disposal of equipment based on established procedure
• Coordinates with IT Management to manage IT contracts replacement/renewal schedule
• Processes IT invoices to ensure accurate information and timely payment; reviews budget with IT Director and IT Managers on a monthly basis
• Manages Key Performance Indicator (KPI) research, data gathering, and analysis; ensures IT’s KPI data are accurate and timely; and represents the department on the KPI committee
• Oversees the file storage and retrieval process for the department
• Develops and maintains good working relationships with Long Beach Transit (LBT) management and external agencies
• Complies with all safety regulations as stated in the company safety program, and reports safety-related accidents, incidents, and unsafe work conditions. Attends safety-training programs as required
• Other duties may be assigned

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE:

Bachelor’s degree in business, statistics, computer science, information technology, business management, information systems accounting, finance or a related field. At least three years of increasingly responsible professional experience in a clerical role in the information technology industry is required, or any combination of education and experience equivalent to a bachelor’s degree would be considered.

ATTRIBUTES AND SKILL SETS:

• Demonstrates initiative
• Creates a climate of optimism
• Maintains high degree of confidentiality at all times
• Strong organizational, office procedures, recordkeeping and filing skills necessary to plan, coordinate and ensure proper implementation of all administrative matters related to the functioning of the department

• Strong decision-making and problem-solving skills
• Possess excellent verbal and written communication skills and communicates effectively
• Ability to learn new computer programs and take on tasks for the betterment of the company’s workflow
• Proven ability to manage multiple tasks, stay organized, and effectively handle shifting priorities in a dynamic work environment
• Strong analytical and organizational skills, as well as accuracy and attention to detail
• Ability to provide timely feedback related to customer service; consider the customer in decision-making
• Ability to explain technical concepts and adjust messaging based on the audience, including non-technical groups
• Ability to work well within a team environment, as well as independently
• Work collaboratively with all departments to ensure that all communications between the integration/deployment team and stakeholders are precise
• Ability to be open to new ideas and continuous improvement                                                                                                                                                                                                                        

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.  

Application

Apply online at www.ridelbt.com/careers  Online applications must include past work history and be fully completed to be considered. Resumes will not be accepted in lieu of a complete online application.

Candidate must be eligible to work in the United States. Long Beach Transit does not sponsor H-1B or other related work visas.

Hiring range: $62,034 - $66,240 per year (DOQ), with excellent fringe benefits. APPLY ONLINE,  (DMV K4) printout within 30 Days UPON REQUEST).

Equal Opportunity Employer

Successful candidate must pass agency physical, drug and alcohol examinations.

Long Beach Transit, 1963 E. Anaheim St., Long Beach, CA 90813

This job description is not intended to be a complete listing of all the job duties required of this position, but to provide information on the general scope of the position.