General Summary

Under general supervision, individuals assigned to this position work in a team setting to perform a wide variety of administrative support duties for the Finance, Procurement, and Materials Management Departments. Responsibilities include document, data, and records management; calendar management including deliverable tracking; providing excellent customer service and consistent communication both internally and externally; project and program management; and process improvement and general administration.

Essential Duties & Responsibilities

• Maintain an organized system, ensuring documents, data, and records are accurate, updated, and accessible to appropriate users, while protecting confidential information as necessary.
• Create, maintain, and enter information into databases; prepare and process various forms of documentation and reports; collect, sort, distribute, or prepare mail, messages, packages or courier deliveries; transmit information or documents to internal and external customers.
• Review and proofread work done by others, ensuring that District format and brand guidelines are followed and checking for correct writing conventions such as spelling, grammar, and punctuation.
• Own all aspects of documentation, data, and records management for assigned work group including maintaining SharePoint site to ensure information is up to date.
• Analyze work procedures and processes, research best practices, evaluate needs, and make suggestions for improvements and efficiencies.
• Set up new vendors in ERP upon request, manage current vendor profiles making sure they are up to date and accurate, communicate with vendors as needed to procure necessary documentation and ensure accurate data is on file, set up employee vendor profiles as needed for per diems and/or reimbursements.
• Enter AP invoices as assigned, monitor AP email inbox as backup.
• Process Finance and Procurement requisitions and purchase orders.
• Assist Payroll Manager with both physical and electronic filing of all employee/payroll related documents while maintaining high level of accuracy and confidentiality.
• Monitor and facilitate contract renewal schedules.
• Operate office equipment, such as fax machines, copiers, phone systems, computers, and presentation equipment, and any other relevant equipment.
• Learn to operate new office technologies as they are developed and implemented, and train others in the use of equipment, applications, and technology.
• Ensure department has necessary office supplies.
• Assist in documenting policies, procedures, and processes.
• Manage cash room operations, including preparing for and coordinating cash pickups, monitoring third-party service providers during cash collections, ordering banking supplies, and ensuring secure handling of cash assets at all times.
• Schedule appointments and manage calendars with attention to detail and practical considerations such as room size, location, and travel time; keep a current record of staff members' whereabouts and availability.
• Schedule meeting space and venues, equipment, catering, and other necessary tools and resources for ongoing programs and special events.
• Research, arrange, and coordinate travel, transportation, accommodation, and reimbursements for internal and external customers, following internal procedures as well as accommodating specific needs as necessary.
• Enroll/register individuals to participate in programs and inform participants about relevant details.
• Utilize historical expertise in Finance processes, procedures & deliverables to ensure key deliverables and deadlines are not missed and that key deliverable dates are included on the SharePoint calendar.
• Maintain appropriate level of knowledge of assigned work group, department, and company policies, procedures, projects, and programs, and conduct basic research to answer questions for internal and external customers.
• Intake and process, route, or resolve inquiries or complaints from internal and external customers.
• Coordinate events or projects; contribute to committee or team work.
• Assist with project and program management, including completing related tasks, tracking and monitoring progress, and communicating status as needed.
• Manage projects and/or programs, including scope, schedule, budget, and training. These lead responsibilities include research, brainstorming, contributing to the vision and strategy, as well as leading team members through implementation, ongoing events, and continuous improvement efforts.
• Ownership of designing and updating annual budget, Community Investment Plan and Long Range Financial Plan documents: develop comprehensive budget layout and structure for the fiscal year, ensure accuracy and transparency in financial data presentation, communicate regularly with the Director of Finance to understand priorities and action items involving the budget document, ensure the budget document is accessible to individuals with disabilities by implementing ADA-compliant formatting and accessibility features, incorporate branding elements and design aesthetics consistent with organizational guidelines, coordinate with Marketing for final approval of document before publishing. Also responsible for writing and publishing all public notices required by local budget law.
• Assist Grant Administrator and Accounting Analyst with data collection and entry: gather necessary data from external transit partners for quarterly transit service reporting, ensure accuracy and completeness of data collected, communication with internal departments and external transit agencies to collect quarterly agency reports required (ie; OPTIS, FTA, FEMA, etc.), address any discrepancies or issues both internally and externally regarding all data collection in a timely manner, provide any additional administrative support as need to facilitate smooth and efficient reporting processes.
• Maintain an organized system, ensuring documents, data, and records are accurate, updated, and accessible to appropriate users, while protecting confidential information as necessary.
• Create, maintain, and enter information into databases; prepare and process various forms of documentation and reports; collect, sort, distribute, or prepare mail, messages, packages or courier deliveries; transmit information or documents to internal and external customers.
• Review and proofread work done by others, ensuring that District format and brand guidelines are followed and checking for correct writing conventions such as spelling, grammar, and punctuation.
• Review and proofread work done by others, ensuring that District format and brand guidelines are followed and checking for correct writing conventions such as spelling, grammar, and punctuation.
• Own all aspects of documentation, data, and records management for assigned work group including maintaining SharePoint site to ensure information is up to date.
• Analyze work procedures and processes, research best practices, evaluate needs, and make suggestions for improvements and efficiencies.
• Set up new vendors in ERP upon request, manage current vendor profiles making sure they are up to date and accurate, communicate with vendors as needed to procure necessary documentation and ensure accurate data is on file, set up employee vendor profiles as needed for per diems and/or reimbursements.
• Enter AP invoices as assigned, monitor AP email inbox as backup.
• Process Finance and Procurement requisitions and purchase orders.
• Assist Payroll Manager with both physical and electronic filing of all employee/payroll related documents while maintaining high level of accuracy and confidentiality.
• Monitor and facilitate contract renewal schedules
• Operate office equipment, such as fax machines, copiers, phone systems, computers, and presentation equipment, and any other relevant equipment.
• Learn to operate new office technologies as they are developed and implemented, and train others in the use of equipment, applications, and technology.
• Ensure department has necessary office supplies.
• Assist in documenting policies, procedures, and processes.
• Manage cash room operations, including preparing for and coordinating cash pickups, monitoring third-party service providers during cash collections, ordering banking supplies, and ensuring secure handling of cash assets at all times.
  

Supervisory Responsibilities

• This position does not supervise others.

Fiscal Responsibility

• Authority to add and inactivate vendors and employee names in the financial software, and authority to adjust cash room procedures to ensure that cash custody processes are being followed.

Minimum Qualifications

Required Education and Experience

Any equivalent combination of education and experience which provides the knowledge, skills, and abilities required to perform the job. Education and course work can substitute for years of experience. Typical qualifications would be:

Experience:

• Five years of administrative or clerical experience in a customer service, team-oriented environment.

Preferred:

• College course work in relevant areas such as Business or English is desirable.
• Additional experience in general accounting or finance functions preferred.

Technology Skills

• Microsoft Office Suite - Outlook, Word, Excel, PowerPoint, Project, SharePoint, Visio, Teams
• Database user interface and query software- Eden, Abra, EAM, Munis
• Document management software-records management systems
• Time accounting software-Timeless, Midas

Position Type and Expected Hours of Work

• May work in a normal office environment and/or remote office as approved. Will sometimes be required to work and/or attend meetings or events in public and at all LTD locations.
• Monday through Friday 8am until 5pm, or a 40 hour week equivalent
• Occasional abnormal hours are expected and required for specific events and to reach all employees.

Travel

• Travel within the metropolitan area is required.
• Occasional travel outside of the region may be required.

Working Conditions & Physical Demands

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Human Collaboration & Job Impact

Communications and discussions result in decisions regarding policy development and implementation. Interaction with others outside the organization requires exercising participative management skills that support team efforts and quality processes. The impact the job has on LTD is significant in terms of time, money, or public/employee relations.

How to Apply

Submit your resume and complete the required application and assessments. This position is open February 01, 2025. For additional information call (541) 682-6100.

The Lane Transit District is an Affirmative Action/ Equal Employment Opportunity Employer.