Administrative Assistant II - Transportation

Job Locations US-WA-Everett
Opening Date 2 weeks ago(2/12/2018 12:10 PM)
Job ID
2018-1135
Close Date
2/26/2018
Category
Transportation
Min (Annual)
USD $47,849.00/Yr.
Max (Annual)
USD $64,596.00/Yr.
Max (Hourly)
USD $25.30/Hr.
Min (Hourly)
USD $23.00/Hr.
Min Hiring Range
USD $47,849.00/Yr.
Max Hiring Range
USD $52,634.00/Yr.

Overview

Under general supervision, safely provides confidential administrative support and assistance to Director and/or Transportation departmental staff; composes, formats and word processes a variety of department specific correspondence and documents; carries out various special projects for the department; coordinates departmental schedules, travel, meetings and events; acts as a liaison for the department with internal and external customers; tracks departmental budgets and assists with  budget and business planning programs, reconciling the purchasing card, organizes and maintains departmental records and files; assists with department projects; administers departmental programs; and inventories and purchases supplies and other necessary items for the department.  Assists with other projects and duties as necessary.

Essential Duties

  1. Provides confidential administrative support and assistance to the Director and/or Transportation departmental staff, and coordinates and schedules departmental activities including travel, meetings, notes and other events and projects as requested.
  2. Composes, formats and word processes a variety of correspondence and documents using various software applications. These documents may include technical and analytical reports, notes, contracts, grant applications, graphs, statistical analyses, pamphlets, memos, notes, etc.
  3. Acts as liaison for the department with internal and external customers. Determines relative importance of contacts, relays messages and handles the initial screening of contacts.
  4. Carries out special projects and administers some programs for the department. Special projects and programs may include coordinating and assisting with workshops, events, and luncheons, preparing promotional materials, assembling large reports, assisting with agency advertising and overseeing uniform program.
  5. Processes procurement documents, including requisitions, purchase orders and compiles and files purchasing data.
  6. Maintains departmental files for various documents and correspondence and master contract files.
  7. Safely performs other duties of a similar nature or level.

Requirements

  1. Minimum of five years of experience as an administrative assistant involving confidential information.
  2. Demonstrated skill with Microsoft suite of programs (Outlook, Word, PowerPoint and Excel).
  3. Ability to type accurately at 50 wpm.
  4. Skill in communication and interpersonal relations as applied to interaction with coworkers, supervisor and the general public.
  5. An Associate's degree in office administration may substitute for up to 2 years of the experience requirement.

Qualification to enter this position requires knowledge in the following:

  1. Intermediate knowledge MS Office Suite and other computer applications, such as scheduling, email, Word, Excel, graphics, the internet and database software.
  2. Time management and priority setting.
  3. Record and file management systems.
  4. Business procedures: correspondence, minute taking, record management, handling confidential or privileged records.
  5. Knowledge of the principles of accounting and customer service

Qualification to enter this position requires skill in the following:

  1. Customer service including dealing with sensitive issues with tact and professionalism.
  2. Skilled in oral and written communication in English and the use of grammar, punctuation and spelling.
  3. Accurate keyboarding at 50 wpm.
  4. Taking and transcribing meeting notes
  5. Organization and time management.
  6. Skilled in effective communications, customer service and interpersonal relations as applied to interaction with coworkers, supervisor, the general public, etc.
  7. Demonstrated skill using MS Office software.
  8. Working with highly detailed and confidential data.
  9. Skilled at problem solving and good use of judgment.

Qualification to enter the position requires ability in the following:

  1. Ability to present a professional demeanor.
  2. Work well both independently and in teams.
  3. Ability to remain adaptable to rapidly shifting priorities.
  4. Ability to provide excellent customer service and maintain confidentiality.
  5. Ability to learn new assignments quickly

Proficient Performance Requirements:
Qualification to fulfill the full range of this position duties, which may be gained or further developed after entering the job, requires the following:

  • Knowledge of Community Transit policies and procedures and Transportation Department data base programs.
  • Skill in Community Transit applications, budgeting and department software programs.
  • Ability to anticipate priorities and plan for them.

Selection Process:  Applicants whose qualifications appear to most closely match our job requirements may be scheduled for a variety of tests to demonstrate the knowledge, skills and abilities required at entry for this position.  Test scores remain valid for six months from test date and vacancies for the next six months may be filled from the finalist group.  Testing may include interviews, background checks, credit checks, references and various performance tests.

Application Process   Only on-line applications will be accepted and must include a completed application with job history listed and supplemental questions completed and cover letter and resume attached.  Applicants for this job may be considered for other openings up to six months after the final offer date. Incomplete application packets will not be considered.


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