Office Assistant

About the role

The Office Assistant Senior provides administrative and operational support to the CATS Special Transportation Service (STS) division. This position is responsible for receiving and processing all Customer Service Resolutions (CSRs), maintaining accurate maintenance and operational records, producing daily manifests, and collecting and reviewing operator pre‑trip and post‑trip forms. Successful candidates will demonstrate strong attention to detail, excellent communication skills, and the ability to work efficiently in a fast‑paced transit environment. MAJOR DUTIES AND RESPONSIBILITIES - Type and proofread documents from drafts, forms, and notes, including reports, memos, and operational summaries. - Perform routine clerical work such as filing, data checking, and record updates. - Compile information and data for operational, statistical, and maintenance reports. - Complete data entry for STS operations, including CSR logs, maintenance records, and service documentation. - Maintain statistical and operational records; tabulate data and monitor assigned accounts or logs as directed. - Produce daily STS manifests for operators; verify accuracy and distribute to appropriate personnel. - Collect, review, and track pre‑trip and post‑trip forms; follow up on missing or incomplete submissions. - Receive, log, and route all Customer Service Resolutions; ensure timely documentation and follow‑up. - Sort and file documents and records, maintaining alphabetical and cross‑reference systems. - Maintain employee and operational files for STS staff and operators. - Receive, sort, and distribute incoming and outgoing correspondence. - Issue, receive, and process various forms and operational documents. - Answer incoming telephone calls, gather information, and direct inquiries to appropriate staff. - Perform other duties as assigned. KNOWLEDGE, SKILLS & ABILITIES - Ability to operate office machines such as photocopiers, scanners, fax machines, and personal computers. - Ability to answer telephones, direct calls, and take accurate messages. - Knowledge of customer service principles, including needs assessment and service quality standards. - Knowledge of record keeping principles and procedures. - Strong verbal and written communication skills; ability to interact professionally with operators, supervisors, and customers. - Ability to develop and maintain positive working relationships across CATS divisions. - Ability to present and translate operational data into clear, understandable documents. - Knowledge of administrative and clerical procedures, including file management and office terminology. ADA AND OTHER REQUIREMENTS Positions in this class typically require grasping, talking, hearing, seeing, and repetitive motions. PHYSICAL REQUIREMENTS - Ability to sit, stand, or walk for extended periods. - Light to moderate lifting and carrying; occasional crouching, stooping, squatting, reaching, pushing, or pulling. - Adequate vision, hearing, and speech required. - Ability to work in an environment with frequent interruptions, which may result in some level of stress or fatigue. - Ability to read and comprehend written information in work‑related documents. - Ability to hear, understand, and distinguish speech. WORKING CONDITIONS Work is performed in an indoor office environment within the STS Operations facility. The role involves moderate exposure to operational activity, interaction with operators and supervisors, and frequent use of computers, files, and phones.