Office Specialist II

Office Specialist II

VTAs Regional Transportation Services Department is seeking an Office Specialist II to support the administration of the ACCESS Paratransit program and contracted services. This role is essential in ensuring the smooth operation of paratransit services by providing administrative support coordinating documentation and assisting with contract oversight. The Office Specialist II will play a key part in helping the team deliver high-quality reliable service to riders with disabilities while supporting compliance and operational efficiency within ACCESS Paratransit.

Ideal Candidate and Preferred Qualifications:

We are seeking a highly organized and dependable Office Specialist II to support the Regional Transportation Services (RTS) Department which oversees the ACCESS Paratransit program and contracted service operations. The ideal candidate thrives in a fast-paced environment brings strong attention to detail and enjoys providing reliable administrative support that helps ensure quality service for riders with disabilities.

This individual is a clear communicator adaptable to changing priorities and comfortable working both independently and as part of a team. They are proactive in maintaining accurate records supporting contract compliance and assisting with rider and contractor communications. A strong customer service mindset and commitment to accessibility are essential.

Preferred Knowledge and Skills:

• Administrative Support: Experience with preparing reports organizing meetings drafting correspondence and maintaining accurate records.
• Contract/Program Support: Familiarity with contract compliance tracking deliverables and supporting service oversight functions.
• Communication Skills: Strong written and verbal communication; ability to respond professionally to staff contractors and the public.
• Customer Service: Experience assisting diverse populations ideally including seniors and individuals with disabilities.
• Technology Proficiency: Skilled in Microsoft Office Suite (Word Excel Outlook PowerPoint) and comfortable learning new systems such as database scheduling or reporting tools.
• Organizational Skills: Ability to manage multiple tasks prioritize deadlines and maintain attention to detail.
• Collaboration: Team-oriented approach with the ability to coordinate across departments and with external partners.

We are looking for someone who is detail-oriented adaptable and motivated to support essential paratransit services that make a difference in our community.

Typical Tasks

• Types correspondence reports technical specifications minutes of meetings financial statements memoranda lists and other written materials or documentation using word processing equipment software or other electric office equipment;
• Enters and retrieves data and information in computer data bases computer records and other computer based information systems; codes information for entry into computer records and other records; runs standard reports;
• Functions as a timekeeper for the unit;
• Researches extracts and compiles data for reports and other documents;
• Proofreads and checks typed and other materials and computer entries for accuracy completeness compliance with VTA policies and procedures and correct English usage including grammar punctuation and spelling;
• Enters and maintains records of time worked overtime leaves and absences in SAP or other systems;
• Sets-up maintains and revises filing systems; prepares new file folders performs filing and file retrieval duties; and purges outdated information and materials;
• Assists visitors and callers by answering questions or referring them to the appropriate source of information; distributes forms and assists in their completion; and schedules appointments;
• Receives sorts and distributes mail reports and other materials; and prepares mailings;
• Receives materials supplies and equipment; verifies quantity and condition; and makes deliveries;
• Maintains controls over petty cash; may receive payments and issue receipts;
• Maintains logs or records of work unit activities and prepares reports and summaries;
• Operates a variety of office equipment such as personal computers calculators telephones fax machines photocopiers microfiche readers etc.;
• May design or format documents letters forms and other materials;
• Prepares requisitions purchase orders and other forms necessary for unit operation;
• Contacts others to give and receive information explaining laws regulations and policies and procedures;
• Learns specialty software programs and office equipment of assigned unit;
• Schedules meetings contacts participants and makes arrangements for meeting facilities equipment and the preparation of meeting materials;
• Maintains office equipment including contacting service and repair personnel;
• May assist in the training of new or temporary personnel;
• Performs other related work as required.

Employment Standards
A candidate would normally have training and experience equivalent to completion of the 12th grade or equivalent and two (2) years of clerical development that has provided an opportunity to perform a variety of clerical assignments requiring use of discretion and judgment. Course work or experience in computer software programs such as word processing database and spreadsheets is required.

Type accurately at the net rate of 30 wpm.

Knowledge of:

• Standard office administrative practices and procedures including business letter writing and the operation of common office equipment such as typewriters calculators copy machines facsimiles microfiche readers and personal computers (with common software including word processing data base and spreadsheet software);
• Record keeping filing indexing and cross referencing;
• Report preparation;
• Correct English usage including spelling grammar and punctuation;
• General customer service skills;
• Basic mathematics.

• Type correspondence reports technical specifications minutes of meetings financial statements memoranda lists and other written materials or documentation using word processing equipment software or other electric office equipment;
• Operate modern office equipment including personal computers (with common software including word processing data base and spreadsheet software);
• Gather and compile information prepare reports and numerical summaries;
• Analyze information and materials and formulate conclusions based upon prescribed policies and procedures;
• Establish and maintain effective relationships with those contacted in the course of work;
• Calculate solutions to mathematical problems involving addition subtraction multiplication and division;
• Follow oral and written directions;
• Work well independently when required and as a member of a team;
• Multitask;
• Organize work set priorities and adjust to frequently changing priorities meet critical deadlines and follow up assignments with a minimum of supervision;
• Maintain records on a computerized data base;
• Learn specialty software programs specific to the work unit.