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Kitsap Transit · 5 days ago

Administrative Associate 3

Bremerton, WA

Full-time

Onsite

Mid Level

$27.80/hr - $37.39/hr

3+ years exp

Kitsap Transit is seeking an Administrative Associate 3 to support the Director, Maintenance Manager, and Vehicle Maintenance Supervisors in coordinating various processes and activities. The role involves managing documents, tracking data, providing information, and assisting with administrative tasks to ensure smooth operations within the Vehicle Maintenance department.

Transportation

Responsibilities

Assists the Director, Maintenance Manager, and Vehicle Maintenance Supervisors by coordinating parts of a process, project, program or activity ensuring a smooth flow of services and operations (e.g., injury reports, accident claims etc.), which may include reviewing, processing and maintaining documents/records, tracking (e.g., complaints, injured workers’ time loss, closed claims, safety suggestions), scheduling (e.g., training, preventive maintenance for vehicles and facilities), distribution of documents and/or information; provides appropriate follow-up

Provides information to others regarding assigned programs and operations requiring application of policies, procedures and regulations; serves as liaison between the department and other employees, departments and/or the public

Reviews timesheets for represented employees, applying labor agreement rules and employee handbook guidelines

Collects data and information from a variety of sources; summarizes and/or analyzes information, creates databases and spreadsheets; prepares or assists in the preparation of technical documents requiring the application of related laws, rules, policies and regulations; creates, revises, updates and maintains electronic and hard copy filing systems and databases; edit and monitor the Maintenance Manager and the Vehicle Maintenance Supervisors’ calendars, tracks data and deadlines for future action (e.g., employee training, license renewal); distributes and tracks fuel cards

Composes a variety of correspondence, edits training documents, memos, reports, agendas and minutes; reviews and checks documents, records and forms for accuracy, completeness and conformance with applicable laws, rules, policies, applicable contracts and regulations

Serves on assigned committees; researches and prepares agendas, information materials and correspondence in support of selected committees; takes and transcribes minutes; takes dictation. Serves as an internal ESMS Auditor

Completes purchase requisitions and orders operator uniforms and supplies; schedules meetings and makes and coordinates travel arrangements; assists with special projects

Assists an administrator by coordinating parts of a process, project, program or activity ensuring a smooth flow of services and operations (e.g., operator recruitments, injury reports, accident claims, customer service), which may include reviewing, processing and maintaining documents/records, tracking (e.g., complaints, injured workers’ time loss, closed claims, safety suggestions, customer comments), scheduling (e.g., training, uniform fittings, preventive maintenance for vehicles and facilities, customer service staff), distribution of documents and/or information; provides appropriate follow-up

Updates processes and internal policies to ensure efficiencies and consistency in application; coordinates outreach events with city, county, schools and extended community

Takes minutes at various project and vendor meetings; works with various contractors and vendors, state and federal agencies

Receives, reviews, researches and determines disposition of confidential and/or sensitive materials

Collects data and information from a variety of sources; summarizes and/or analyzes information, creates databases and spreadsheets; prepares or assists in the preparation of technical documents requiring the application of related laws, rules, policies and regulations; creates, revises, updates and maintains electronic and hard copy filing systems and databases; tracks data and deadlines for future action (e.g., employee training, license renewal, reconciling vendor invoices); analyzes data and includes in reports and presentations

Composes a variety of correspondence, memos, reports, agendas and minutes; reviews and checks documents, records and forms for accuracy, completeness and conformance with applicable laws, rules, policies and regulations

Serves on assigned committees; researches and prepares agendas, information materials and correspondence in support of selected committees; takes and transcribes minutes; takes dictation

Completes purchase requisitions and orders operator uniforms and supplies; schedules meetings and makes and coordinates travel arrangements; assists with special projects

Qualification

Records maintenanceDocument processingData analysisOffice software proficiencyProject managementStatistical methodsPublic relations techniquesIndependent judgmentEffective working relationshipsCommunication skills

Required

High school graduation or GED

Three (3) years of increasingly responsible administrative/technical office support experience

Knowledge of Kitsap Transit operations, programs, policies and practices

Advanced records maintenance, document processing and financial record keeping

Advanced office practices and procedures

Basic statistical and data interpretation methods

Skill in prioritizing, planning and completing projects requiring independent judgment and decision making within established guidelines and deadlines

Skill in creating and maintaining records

Skill in preparing clear and concise correspondence, reports, spreadsheets and documents

Skill in understanding, explaining and interpreting programs, regulations, procedures and guidelines

Skill in communicating effectively orally and in writing

Skill in proficient use of 10 key

Skill in using personal computers and office software including databases and spreadsheets in a Windows-based operating environment

Skill in working effectively with minimal supervision

Skill in using public relations techniques in responding to inquiries and complaints

Skill in establishing and maintaining effective working relationships with other Kitsap Transit employees and the public

Valid Washington driver's license for some positions

Benefits

Comprehensive Health Benefits: Choose between a PPO or HMO plan to suit your needs.

Dental and Vision Coverage: Company-paid for you and your dependents for added convenience.

Paid Time Off: Enjoy a general PTO accrual rate of 6.7693 hours per pay period and 11 paid holidays.

Insurance Coverage: Life insurance, disability benefits available.

Generous benefits package including: Medical, Dental and Vision for employee and dependents, disability and life insurance.

Kitsap Transit also participates in the WA State Public Employees’ Retirement Plan (PERS) and a generous general leave accrual and 10 holidays plus 2 floating holidays.