Community Transit · 8 hours ago
Administrative Support Specialist
US-WA-Everett
Full-time
Hybrid
Mid, Senior Level
$82K/yr - $123K/yr
5+ years expCommunity Transit is seeking an Administrative Support Specialist to provide confidential administrative support to the Director and department staff. The role involves managing schedules, coordinating travel and meetings, and serving as a liaison with internal and external customers while overseeing department budgets and special projects.
Public TransportationRailroadTransportation
Responsibilities
Provide confidential administrative support to the Director, managers, and department staff
Coordinate and schedule department travel, meetings, and events
Act as a liaison between the department and internal/external customers; prioritize inquiries, relay messages, and screen contacts
Assist in preparing grievance responses by researching and compiling documentation
Compose and edit correspondence, presentations, and other materials using various software applications
Prepare monthly reports for the Director’s review
Reconcile department credit cards
Independently manage department programs, including WSDOT Good To Go, CDL, Automotive Service Excellence (ASE) credentialing, uniforms, and interdepartmental projects
Manage program scope, timelines, and implementation of related policies and procedures
Develop and implement processes to track and ensure all program requirements are met
Work with vendors to dispute and resolve erroneous charges
Review processes for inefficiencies; recommend and implement improvements
Maintain program files and records
Coordinate the preparation and submission of the department budget and business plan
Research and provide recommendations on non-salary budget items
Create purchase and change orders for the Maintenance and Parts departments
Place orders and process invoices for payment
Monitor budget activity and authorize expenditures as assigned
Maintain budget documentation
Serve as Community Transit’s liaison to the Department of Labor & Industries for the Apprenticeship Program
Provide administrative support for apprentice training
Document performance and ensure appropriate pay and step progression
Review timesheets for accuracy and compliance with labor contracts, personnel policies, and labor laws
Correct discrepancies and inform employees of changes
Document daily scheduled and unscheduled absences
Notify appropriate personnel of excessive absences
Establish processes and procedures for the department’s electronic and paper records program
Create, organize, and maintain records for storage, retention, or disposal
Serve as a website administrator with shared responsibility for creating and managing Maintenance Department content on the intranet
Collaborate with staff to develop and revise departmental policies, procedures, and documents
Gather information from various stakeholders and compile it into usable documentation for review
Qualification
Required
Five years of experience as an administrative assistant working with confidential information. Three of the five years must have been acquired within the last five years. An associate degree in office administration or a closely related field may substitute for up to two years of experience
Demonstrated intermediate level skills with Microsoft programs (Outlook, Word, PowerPoint, Excel and SharePoint)
Ability to establish and maintain effective interpersonal relationships with coworkers, supervisor, the public, and others
Record and file management systems
Grammar, punctuation, and spelling
Business procedures – correspondence, taking minutes, managing confidential or privileged information
Budget management, including invoice processing and monitoring and forecasting expenditures to meet business goals
Understanding of and ensuring compliance with Collective Bargaining Agreements
Fostering an inclusive workplace by upholding Community Transit's core values in support of the organization's vision and mission. Inspiring team commitment, pride, and trust while promoting cooperation and motivating members to achieve shared goals. Demonstrating courtesy, sensitivity, and respect in all interactions
Managing multiple tasks simultaneously and effectively and adjusting to changing priorities
Dealing with sensitive issues with tact and professionalism
Taking and transcribing meeting minutes
Effective written and oral communications that are timely, relevant, concise, and clearly outline necessary actions
Working with highly detailed and confidential data
Problem solving and good use of judgment
Working well both independently and in teams
Learning new assignments quickly
Project management
Synthesizing information and making recommendations within policy and procedure
Preferred
Public sector work experience
Knowledge of Community Transit policies, procedures, and operations
Apprenticeship programs through Labor and Industries
Community Transit applications and budgeting software programs
Ability to type accurately at 50 wpm
Effective coordination and use of resources
Coordinating complex scheduling
Establishing and maintaining effective interpersonal relationships with coworkers, supervisor, the public, and others
Benefits
Employees (and their families) are covered by medical, dental, vision, basic life and disability insurance.
Employees participate in the Public Employees Retirement System (PERS) and have the option to enroll in the agency’s deferred compensation plan.
In addition to WA Paid Sick Leave, employees in this position, accrue nineteen (19) days of Paid Time Off (152 hours) in their first year and receive ten (10) paid holidays throughout the calendar year.
Company
Community Transit
A small, local bus service into a public transportation leader for the Puget Sound region.
201-500 employees
Funding
Current Stage
Growth StageTotal Funding
$43MKey Investors
Federal Transit Administration
2018-04-09Grant· $43M
Leadership Team
Molly Marsicek
Chief Customer Experience and Innovation Officer
Recent News
The Business Journals
2024-05-23
2024-05-21
2024-05-21
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