Admin Support Specialist

Position: Admin Support Specialist

Date Posted: September 3, 2025

Industry: Public Transportation / Engineering / Administration

Employment Type: Full Time

Experience: Minimum 2 years of administrative support experience

Qualification: High School Diploma or GED equivalent (degree preferred but not required)

Location: San Carlos, CA, United States

Company: Caltrain (Peninsula Corridor Joint Powers Board)

Description:
Caltrain is seeking an Administrative Support Specialist to provide essential administrative and budgetary support within the Engineering Department. This role reports directly to the Director of Engineering and plays a key part in ensuring smooth operations, from data analysis and record keeping to budget tracking and departmental coordination.

Essential Functions & Responsibilities:

• Serve as the main point of contact for all Engineering staff, ensuring effective communication with other departments and outside agencies
• Collect, review, and analyze budgetary, operational, and performance data to prepare reports, presentations, and charts for management
• Coordinate department schedules, calendars, meetings, and related logistics
• Assist with budget reconciliation, tracking expenditures, invoices, and purchase orders while supporting financial reporting and forecasting
• Maintain records, compliance documentation, and departmental files to ensure accuracy and audit readiness

Examples of Key Duties:

• Oversee department initiatives, deadlines, and deliverables to ensure timely completion
• Prepare financial and operational data to support management decision-making
• Review, audit, and process invoices following agency policies while reconciling spending against approved budgets
• Manage incoming and outgoing communications, including email, mail, and packages
• Schedule meetings, book conference rooms, and prepare agendas, minutes, and technical documentation
• Create and maintain spreadsheets, databases, and monthly reports for performance tracking
• Manage purchase requests, office supply inventories, and equipment maintenance or replacement needs
• Support onboarding for new hires and ensure training requirements are tracked and fulfilled
• Maintain organizational charts and departmental contact lists
• Provide direct support to the Director, including calendar management and logistics for internal/external meetings
• Assist with system upgrades, rollouts, and new technology adoption initiatives
• Promote workplace safety practices in all daily responsibilities

Minimum Qualifications:

• High School Diploma or GED equivalent
• At least 2 years of full-time administrative assistant or administrative support experience
• Equivalent experience or training may be considered in place of formal education

Preferred Qualifications:

• Strong proficiency with Microsoft 365 (Teams, Excel, Word, PowerPoint)
• Experience using ERP systems such as PeopleSoft
• Familiarity with budget preparation and monitoring processes
• Background working within engineering, design, or construction organizations
• Excellent communication skills (written and oral)
• Strong organizational and time management skills with the ability to work independently
• Valid California Driver’s License preferred

Selection Process:
Candidates may be required to participate in a panel interview, written test, skills assessment, or supplemental questionnaire. Meeting the minimum qualifications does not guarantee advancement in the selection process—only the most qualified applicants will continue.

How to Apply:
Applicants must complete an online application by 11:59 p.m. on the posted closing date. Please note that resumes and cover letters are not accepted as substitutes for a completed application. It is the candidate’s responsibility to provide all relevant details, including education, experience, certifications, licenses, and references.

Caltrain’s Human Resources Department is committed to supporting applicants requiring reasonable accommodations during the recruitment process. We celebrate diversity and welcome applications from minorities, women, veterans, and persons with disabilities. Caltrain is proud to be an Affirmative Action and Equal Opportunity Employer.

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