Posted: October 10, 2011 by IUsec in Jobs

Title:  Communications Assistant

 Purpose:  This position provides administrative support for the Communications Department

 Reports to:  Communications Manager

Job Functions:

  1. Presentation materials, production coordination and/or distribution by utilizing various equipment, Microsoft and Adobe software
  • With input from supervisors, prepares materials (MS Word, Excel, and PowerPoint documents, charts, etc.) for CEO, board members, or senior staff for presentations to government officials, civic groups, and other public meetings
  • Interacts with project coordinators and other management staff as needed
  • Supervises final production of copies, distribution and/or assembles materials
  • Maintains files of finished work


  1. General Office Duties
  • Gathers daily collection of news clips (newspaper and online), distributes to staff and post on bulletin boards.
  • Assists with distribution and/or distribute MTA news releases, media advisories, Enews (Emma), etc. via email and/or fax as necessary
  • Assembles materials for distribution as necessary
  • Obtains estimates from printers and other specialty advertising companies as necessary
  • Provides appropriate monthly reports to the COO’s executive assistant for copying and distribution of board packets.
  • Ensures all necessary material and correspondence are included in packets to be distributed.
    • Follows instructions concerning the number of packets to assemble and date needed.
    • Completes appropriate internal paperwork for purchase orders, processing invoices, etc
    • Handles telephone and email inquiries as necessary
    • Routes communication calls and inquiries to the appropriate departments and personnel
    • Filing, copying, etc.
    • Ensures staff expense reports are in order prior to obtaining appropriate supervisor signatures.
    • Assists the communications staff with various tasks
    • Maintains an up-to-date media directory


  1. Graphic Design
  • Completes simple graphic updates to brochures as necessary (Summary of Changes, AccessRide, Travel Trainer, Fare Card, interior bus flyers, etc.)
  1. Marketing and Community Outreach
  • Assists with community outreach and marketing projects as necessary (Earth Day, Community Fairs, EasyRide Transit events)

  5.    Communications skills

  • Writing style is clear and understandable.  Ideas are presented in a coherent and logical sequence.
    • Written information is complete, concise, and to the point.
    • Diction is exceptionally clear, and appropriate language is used on all occasions.
    • Listens attentively.  Does not need to have information repeated.  Demonstrates exceptional retention of facts and information from previous conversations.
      • Ideas are presented in a logical sequence.
      • Watches the listener(s) to see if what he or she is saying is understood, and repeats information or asks for a response if the listener(s) appear confused or uncertain

6.     Significant contributions to enhance the productivity of the dept. and the Company’s mission/vision

  • Creates and maintains harmonious interpersonal relationships that promote task accomplishment.  Provides useful input to work unit.  Communicates in a positive manner with all staff members and other fellow employees.
  • Confidential materials and information are never disclosed or made accessible to unauthorized personnel.
  • Volunteers to help other staff members who have larger or more pressing work loads to complete and helps in welcoming and putting new employees at ease and with training them to become productive employees.
  • Willingly and efficiently covers the work for others during breaks, lunchtime, or other absences.
  • Responds courteously to others when they seek help. 

7.     Performs other duties as assigned

  • Works additional hours as needed for special projects/events/conferences (TPTA, APTA, news conferences, media events).

 The principal duties are intended to describe those functions that are essential to the performance of this job, and must be performed unaided or with the assistance of a reasonable accommodation.  Other responsibilities are those functions which are considered incidental or secondary to the overall purpose of the job.  This job description does not imply that the above are the only duties assigned to the position.  Employees may be required to perform any other job related duties as requested by management.

Physical Requirements with or without reasonable accommodations

Physical activity includes but is not limited to: 

  • Sitting, standing, lifting, reaching, walking, talking, writing, carrying, grasping, holding, clarity of vision, speaking, listening and repetitive motion of hands.
  • Must be able to operate office equipment, including but not limited to, telephone system, typewriter, computer system, printer, copy machine, facsimile machine, adding machine, and cash register

Recommended preparation for employment:   

Possess an associate or bachelor’s degree or at least two years professional experience as an administrative assistant and/or graphic artist. Some familiarity with various graphic arts software also is advantageous.

Classification under Fair Labor Standards Act:  Non-exempt

DTO is an EOE

Salary :   $35,684

Interested parties should submit their resume to Cheri Burr


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