• Communications and Public Affairs Support Specialist

    Job Locations US-WA-Everett
    Opening Date 1 month ago(7/17/2019 3:12 PM)
    Job ID
    2019-1245
    Category
    Public Affairs
    Bargaining Unit
    No
    Min (Annual)
    USD $71,083.00/Yr.
    Max (Annual)
    USD $99,516.00/Yr.
    Max Hiring Range
    USD $78,192.00/Yr.
  • Overview

    At Community Transit you will have the opportunity to make a difference in our community by helping to support the ongoing growth and development of our public transportation services. This position contributes to Community Transit’s success by supporting the Communications and Public Affairs department’s vision, working with the team to help support a variety of initiatives including media relations, internal communications and government relations. Under general supervision, this position is responsible for performing complex assignments including development, implementation and management of projects and programs for the Communications and Public Affairs department. Provides confidential support to the Director and departmental staff; coordinates and participates on interdepartmental teams; composes, formats and word processes a variety of department specific correspondence and documents; coordinates departmental schedules, travel, meetings and events; acts as a liaison for the department with internal and external customers; organizes and maintains departmental records and files; assists with department projects; administers departmental programs; and coordinates purchasing of supplies.

    Essential Duties

    1. Meeting coordination for interdepartmental teams includes scheduling meetings, developing agendas, including any required guests, facilitating discussions, supporting meetings by ensuring materials needed for discussion are provided to team members, take notes and track action items to ensure necessary action is taken.  Works with other team members to develop project documents and provide information to vendor.  Develop and maintain project documentation.  Research relevant topics and participate in discussions.  Develop and participate in presentations regarding team activities.
    2. Independently manage some Agency-wide programs led by the Communications and Public Affairs department.  As part of this program management, review processes for inefficiencies, make recommendations/improvements and implements as applicable.
    3. Manages intradepartmental projects for the department as assigned by the Director.  Project management includes developing project scope, implementation policies/procedures, project time-lines and department resources.  Provides input on and works with, other team members on implementation of programs.
    4. Communicates with others regarding assigned program areas, interprets meaning of information including sensitive or confidential information, and consults with and advises others regarding confidential matters.  Translates technical information to non-technical audience(s).
    5. Composes, formats and word processes a variety of correspondence and documents using various software applications.  Maintains departmental files for various documents and correspondence.
    6. Provides confidential administrative support and assistance to a Director and/or departmental staff, coordinates and schedules departmental activities including travel, meetings, minutes and other events.  Acts as liaison for the department with internal and external customers.  Conducts research and provides input on departmental improvements including process and procedure improvement and training opportunities.
    7. Drafts and tracks departmental business plan, budget, researches and makes recommendations on non-salary items; maintains associated documents and databases; monitors approved budget spending.  Processes requisitions and purchase orders.

    Requirements

    1. Minimum of 5 years of experience in an administrative support role at an executive level involving confidential information.
    2. Word, PowerPoint and Excel software.
    3. Intermediate level skill of MS Project software.
    4. Ability to type accurately at 50 wpm with excellent grammar, punctuation and spelling.
    5. An Associate's degree in office or business administration may substitute for up to 1.5 years of the experience requirement.
    6. A Bachelor's degree in communications or a related field may substitute for up to 3 years of the experience requirement.

    An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above may be considered in rare instances.

     
    Entry Requirements for: Knowledge and Skills

     

    Qualification to enter this position requires knowledge of the following:

    1. Intermediate knowledge of Microsoft Office Suite of products (including Word and mail merge, Outlook, Excel & Project).
    2. Data entry functions including budget software programs.
    3. Time management and priority setting.
    4. Project Management.
    5. General accounting principles.
    6. Grammar, punctuation, spelling.
    7. Business procedures: correspondence, minute taking, record management, handling confidential or privileged records.

    Qualification to enter this position requires skill in:

    1. Collaborating well with others
    2. Oral and written communication in English.
    3. Keyboarding at 50 wpm.
    4. Working with customers both internal and external in a professional manner.
    5. Attention to detail with highly detailed data.
    6. Demonstrated Good Judgment and decision making.
    7. Persevere in difficult situations with tact and professionalism.
    8. Flexibility to shift priorities when needed.
    9. Work well independently and in teams.
    10. Provide excellent customer service.
    11. Learn new assignments quickly.
    12. Meets deadlines.
    13. Multi-tasking.
    14. Skill in communication and interpersonal relations as applied to interaction with coworkers, supervisor and the general public.

    Physical Requirements:

    Climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing/listening, seeing/observing, repetitive motions, carrying.

    Sedentary Work - exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

     

    Selection Process - Applicants who meet minimum requirements may be scheduled for an interview & tests to demonstrate knowledge, skills and abilities for the position. Applicants for this job may be considered for other openings of this position up to 6 months after this job is filled.

     

    Application Process - Apply on-line and include resume, cover letter and answer supplemental questions.    Incomplete applications will not be considered.

     

    1st consideration to applicants who apply by Sunday, August 4, 2019.

     
    We would like to remind you of the Employment of Relatives Policy. If you believe that you would be in violation of this policy if hired into this position, please consult with the HR Recruiter. Community Transit provides a tobacco-free & drug-free work environment. As a recipient of federal funds, Community Transit is an Equal Opportunity Employer & does not unlawfully discriminate on any basis prohibited by Federal, State or Local law. We value and encourage diversity in our workforce. EOE AA M/F/Vet/Disability. Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, protected veteran status or disability.

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