Administrative Secretary

Kansas Employer - Wichita, KS

Full-time - Entry Level

Wichita, KS

About the position

Wichita Transit is seeking an Administrative Secretary who excels at multitasking and is highly organized. This role serves as a welcoming presence for both internal teams and external stakeholders, ensuring the Transit department operates smoothly while delivering outstanding customer service. The Administrative Secretary will manage complex calendars, prepare City Council agenda items, and handle travel arrangements, acting as the right-hand to the Transit Director and the administrative backbone of the team.

Responsibilities

• Manage calendars for the Transit Director and Transit facilities, including scheduling interviews for applicants.
• Prepare travel for Transit Administration staff.
• Prepare and enter items into the City Council agenda management system.
• Compose correspondence with minimal supervision.
• Make and verify complex computations.
• Read reports and summarize information for supervisor review.
• Respond to complaints from citizens and interact with high-level officials and business leaders.
• Work with representatives of other organizations or city departments regularly.
• Prepare routine documents, reports, and statements to meet deadlines with minimal supervision.
• Facilitate Transit Advisory Board meetings, take notes, and ensure compliance with Kansas Open Meeting Act guidelines.
• Attend meetings to take notes and prepare minutes as needed.
• Complete office supply orders.
• Compute, record, and maintain files related to financial, personnel, payroll, or purchasing information.
• Supervise other clerical support staff as needed.

Requirements

• Considerable knowledge of business English and modern office practices and procedures.
• Knowledge of standard computer keyboard configurations and ability to access, interpret, and record information using a video display terminal and electronic keyboard.
• Knowledge of electronic spreadsheet development, using basic mathematical and descriptive statistical operations.
• Ability to quickly develop considerable knowledge of the specialized operations of the department.
• Ability to quickly develop considerable knowledge of city operations, rules, regulations, and procedures.
• Ability to compose letters or memorandums with minimal instructions.
• Ability to receive and screen visitors and release information appropriately.
• Ability to communicate clearly and effectively, both orally and in writing.
• Ability to develop and maintain effective working relationships with associates, employees of other departments, representatives of other organizations, city officials, and the public.
• May require ability to take dictation and transcribe notes.
• May require ability to acquire and maintain a valid Kansas driver's license.

Nice-to-haves

• Ability to take dictation and transcribe notes.