Job Title: Administrative Assistant

Department: Administration

Reports To: Administrator

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Primary Responsibilities:

Assist Administrator:

• Assist with daily activities, such as check email, receive and screen visitors and telephone calls, take messages, schedule meetings, make and return calls, answer and/or refer inquiries to appropriate parties for action
• Maintain Outlook Calendar and Contacts
• Track TO DOs and follow-ups for Administrator
• Transcribe dictation, compose and/or prepare correspondence, emails, memos and other documents for Administrator
• Assist Administrator with any other projects.
• Assist with preparation of Contracts for Operators, or other vendors
• Assist with all preparations for Advisory Board Meetings and other meetings, including notices, agendas, minutes, document packets, rsvps, cancellations and maintain Advisory Board binder and up to date mailing lists
• Assist with making and returning telephone calls and other clerical duties
• Assist with any other projects/jobs
• Review and Approve all ADA Applications which are received and process and maintain files
• Assist with any other ADA and Senior matters

Assist Accounts Payable/Financial/Payroll:

• Put invoices with checks for signature by Administrator
• Mail out checks and file paid invoices
• Prepare transmittal letters and collect backup RTA Cap and other funding programs
• Prepare any miscellaneous invoices needed
• Assist with any documents needed for accountants/auditors - copying and gathering invoices, bank statements and financial paperwork and preparing binders, etc.

Assist Capital Projects Manager:

• Assist with Bid Openings - recording of information
• Assist with scheduling of meetings, preparation of documents
• Assist with any other Capital Projects matters as needed

Cover Front Desk:

• Assist when the reception area becomes busy with visitors, clients, phones, passes, etc.
• Maintain front area of office, including office equipment, postage, files and receiving and maintaining office supplies

Other Responsibilities:

• Picture ID Cards - ADA, Senior, Student, Employee
  • Take pictures and prepare and print ID Cards
  • Maintain operation of printer and supplies
• Handle all Customer Comments email from website, including complaints, questions or comments - read and either reply to or forward on to the correct department for response and tracking
• Filing of all paperwork - paid invoices, contracts, ADA files, general files, etc.
• Passes - maintain stock, monies, monthly pass record, and reconcile monthly sales
• Help out all other staff when needed

Physical Demands/Conditions:

General office environment, with perhaps some local travel. Some lifting and bending required. Ability to hear and communicate with others.

Equipment Used:

• General office equipment

Notable Benefits:

• Retirement pension through Barnstable County Retirement
• 90% employer-sponsored health insurance plan options

Ready to take the next step?

Call: 508-325-9571
Email: Gary Roberts at groberts@nantucket-ma.gov
NRTA: Where your skills are valued and your future is bright!