Admin Support Specialist

General

The Administrative Support Specialist will report to the Manager, Bus Transportation and will provide clerical and administrative support to the San Mateo County Transit District (SamTrans).

Essential Functions & Duties

• Provide clerical, administrative, and data entry support.
• Schedule, coordinate, and maintain calendar appointments and department meetings.
• Collect, review, and update spreadsheets, prepare reports, charts or other presentation materials, take meeting minutes, prepare written reports,
• Coordinate office and/or departmental operations.

Examples of Duties

• Collect and assemble data and generate reports.
• Post notices and neatly maintain notice boards.
• Open and sort mail.
• Maintain, organize, and file records, receipts, spreadsheets, databases, and confidential documents.
• Compile and type memos, letters, meeting notes and other correspondence.
• Answer telephones, take and distribute messages, and respond to emails.
• Manage incoming and outgoing correspondence, including emails, faxes, mail, and packages.
• Respond to departmental inquires and resolve information requests.
• Purchase and keep inventory of supplies and equipment.
• Maintain accurate department and Operator attendance records, files and reports.
• Process invoices; reconcile department spending, and track department budget.
• Purchase and keep inventory of supplies and equipment.
• Manage incoming and outgoing correspondence, including emails, faxes, mail and packages.
• Schedule department meetings and calendar appointments, coordinate conference rooms and community spaces.
• Submit work orders, schedule and maintain general office space and equipment.
• Perform all job duties and responsibilities in a safe manner to protect one’s self, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.
• Perform other duties as assigned.

Minimum Qualifications

Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:

• High School Diploma or GED equivalent.
• Three (3) years of full-time Administrative Assistant experience.

Preferred Qualifications

• Proficient in Microsoft 365 (Teams) and ZOOM software.
• Proficient with PeopleSoft enterprise software.
• Communicate effectively orally and in writing.
• Able to perform duties and support functions with minimal supervision.
• Organization and time management.
• Experience with PeopleSoft or another enterprise HRIS software.
• Public Sector experience is desirable.

Below is a summary of the comprehensive benefits provided to District full-time employees:

Health and Welfare Benefits:

• Healthcare Benefits -District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program.The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees.
  
• Free Dental and Vision Benefits provided - Employer Covers Premiums
  
• Free Employee Assistance Benefit - Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year.
  

• Flexible Spending Accounts - Pre-tax dollars to pay for qualified Health or Dependent Care expenses.
  

Retirement Medical Benefits:

• Long Term Disability Insurance - After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District.
  
• Health and Wellness - Gyms located at most work locations and discounted Weight Watcher Membership Option.
  

Holidays and Paid Time Off:

• Paid Time Off - Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.25 hours).As you move up in years of service credit, the rate of the amount of PTO accrued will also increase.
  
• Paid Holidays - The District provides seven paid holidays throughout the year - New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day
  
• Floating Holidays - District employees can earn up to five (5) floating holidays.
  

Financial Planning Benefits:

• Pension Benefits through CalPERS -You must have a minimum of 5 years of service to be eligible for this pension.
  

• CalPERS PEPRA vs. Classic - All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6%
  
• Deferred Compensation Options - Select to contribute to one or both of our Tax Deferred Compensation Options
  
• Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee - max $200,000
  
• Optional Life Insurance - Employees may purchase additional life insurance for themselves and their eligible family members.
  

Growth and Education Benefits:

• Professional Development - Access to LinkedIn Learning and San Mateo County’s professional training. District Tuition Reimbursement Program - A maximum of $5,250 per year for courses related to your job or career goals with the District.
  
• Computer Loan Program - Interest-free two-year loan with a maximum amount of $2,000.
  

Other Amazing Benefits:

• Credit Union - Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union.
  
• Employee Clean Commute (ECC) - Car/Van poolers and Public Transit riders receive a monthly reimbursement.
  
• Commuter Benefits - Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees.
  

For union employees, all of the above benefits are subject to the employee’s Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions.

Closing Date/Time: 3/9/2025 11:59 PM Pacific

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• San Mateo County Transit District

• 650-508-6308

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