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Kitsap Transit · 1 day ago

Administrative Associate 3

Bremerton, WA

Full-time

Onsite

Mid Level

$28.70/hr - $28.70/hr

3+ years exp

Kitsap Transit is seeking an Administrative Associate 3 who is passionate about providing top-notch service and positively impacting the community. The role involves performing a variety of administrative and technical support tasks, including coordinating processes, maintaining records, and ensuring compliance with policies and regulations.

Transportation

Responsibilities

Assists as an administrator by coordinating parts of a process, project, program, or activity, ensuring a smooth flow of services and operations, which may include reviewing, processing, and maintaining documents/records, tracking, scheduling, and 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

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

Monitoring and tracking employee attendance

Verifying check-in and check-out times: Recording and tracking absences and leave banks and ensuring compliance with Kitsap Transit policies and Collective Bargaining Agreements (CBA)

Maintaining accurate records: Responsible for keeping detailed records of employee attendance, including time off and related activities. Keeping accurate records of disciplinary actions for compliance and historical look back

Generating reports: Generating accurate reports based on attendance data to provide information in support of decision-making by upper management

Ensuring compliance: Ensure that all records and reports comply with agency policies, CBAs, and external regulations. Responsible for issuing, and tracking of all standard attendance notices, memos, and warning letters associated with attendance and progressive discipline as determined by agency policies and CBAs

Receive, review, and process employee requests for vacation, personal leave, sick leave, union leave, and other paid/unpaid time off in accordance with agency policies, CBAs, and applicable federal, state and local regulations

Maintain accurate leave records for agency HRIS and/or payroll

Communicate leave approvals, denials, or modifications to employees, unions, and management in a timely manner

Review and process requests for union-related leave (e.g., union meetings, training, negotiations) in compliance with CBAs

Coordinate with union representatives to verify eligibility and leave requests

Ensure substantiating documentation is complete and retained for audit purposes in accordance with records retention guidelines

Process union leave as paid by Kitsap Transit, reimbursed by the union, or unpaid, based on the CBA

Process payroll adjustments for union leave, ensuring correct coding for Kitsap Transit-paid vs. union-paid time

Track and reconcile all reimbursements from the union to Kitsap Transit

Ensure all leave processes comply with federal, state, and local labor regulations, as well as CBAs

Generate reports on leave usage, trends, and costs for management review periodically and when requested

Qualification

Attendance Tracking SoftwareRecords MaintenanceDocument ProcessingData AnalysisLeave Management SoftwareEffective CommunicationOrganizational SkillsConfidentialityTime Management

Required

High school graduation/GED

Three (3) years of increasingly responsible administrative/technical office support experience including the monitoring, processing and tracking of leave, attendance, and time off requests

Knowledge of Kitsap Transit operations, programs, policies, and practices

Knowledge of current technological tools for attendance tracking and leave management, such as biometric systems, mobile apps, and leave management software

Knowledge of advanced records maintenance, document processing, and record keeping

Knowledge of applicable laws and regulations to ensure compliance

Knowledge of advanced office practices and procedures

Knowledge of basic statistical and data interpretation

Skill in organizing and addressing the various aspects of attendance and leave issues

Skill in understanding and working with the systems used for managing attendance and leave

Skill in Attendance Tracking Software for implementing and using attendance tracking systems

Skill in interpreting attendance data so management can make informed decisions about workforce planning and resource allocation

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 discretion for handling sensitive information and maintaining confidentiality

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 working effectively with minimal supervision

Skill in establishing and maintaining effective working relationships with other Kitsap Transit employees, departments and labor unions

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 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.