• Receptionist/Admin Assistant

    Job Locations US-WA-Everett
    Opening Date 2 weeks ago(10/3/2019 12:15 PM)
    Job ID
    2019-1266
    Category
    Administration
    Min Hiring Range
    USD $47,323.00/Yr.
    Max Hiring Range
    USD $49,689.00/Yr.
  • Overview

    Under general supervision, provides the first point of contact for visitors, guests and vendors.  Greets, welcomes and directs visitors; answers and directs phone calls and works collaboratively with agency staff to effectively address customer concerns. Schedules and assists staff with check-out of agency vehicles; accepts and processes bid proposals from vendors, posts job openings; opens and distributes mail; coordinates delivery services; reviews, processes and mails various checks; prepares bank deposits; schedules conference rooms and posts schedules on TV in lobby; and provides a variety of secretarial support services including data entry, word processing and records management.

    Essential Duties

    1. Receives incoming phone calls; welcomes visitors, guests, and vendors; provides badges for visitors; directs callers and visitors to appropriate personnel. Works closely with the Ride Store staff and other agency staff to resolve customer concerns and follows up to ensure timely resolution.
    2. Receives, sorts and scans checks. Logs checks and prepares bank deposits. Reviews checks for final mailings. May sort, consolidate and distribute a variety of other financial documents.
    3. Assists with the staff vehicle program by scheduling vehicle usage, and by monitoring the Vehicle Use Log for each staff vehicle to ensure that vehicles are returned, that all vehicle usage is logged and that logs are sent to the Maintenance and Risk Division managers.
    4. Schedules conference rooms and maintains and posts electronic meeting room schedule from internal customers on TV in lobby.
    5. Opens incoming mail, sorts, and date-and-time stamps and distributes mail. Distributes confidential mail appropriately. Makes arrangements for special delivery services as needed. May provide back-up mail delivery/distribution in the absence of the Administrative Clerk.
    6. Accepts legal documents. Following procurement guidelines, accepts bid proposals from vendors, date-and-time stamps proposals and forwards them to Purchasing staff. Distributes Requests for Proposals (RFPs), drawings and other procurement documents to vendors, as required.   
    7. Posts job announcements (on agency TV and via job flyers) for Human Resources. Distributes emails related to postings.
    8. As assigned, performs a variety of general secretarial tasks for the Administration Department including: data entry, word processing and records management, some of which may be of a confidential nature.  May assist other departments by providing secretarial support for projects.
    9. Performs other duties of a similar nature or level.

    Requirements

     Minimum Qualifications

    1. Two (2) years of experience as a receptionist, including general office experience.
    2. Two (2) years of experience using multi-line call routing system.
    3. Two (2) years of experience performing work for or dealing directly with the public.
    4. Experience using Microsoft Office Suite of programs (Outlook, Word, PowerPoint and Excel).

    Preferred

    • Transit experience
    • Public Sector experience

     

    Entry Requirements for: Knowledge and Skills

     

    Qualification to enter this position requires knowledge of the following:

    1. English language grammar, punctuation and spelling at a high school graduate level.
    2. Microsoft Office applications, including Word, PowerPoint and Excel.
    3. Office administration and business procedures.
    4. Principles and processes for providing customer service for internal and external customers. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

     

    Qualification to enter this position requires skill in:

    1. Keyboarding, data entry and word processing.
    2. Communicating and maintaining interpersonal relations with coworkers, supervisors and the general public.
    3. Reading, writing, comprehending and communicating in English.
    4. Communicating verbally in a clear, concise and professional manner. Communicating in writing through accurate grammar, punctuation and spelling.  Drafting correspondence.
    5. Office administration and business procedures.
    6. Providing customer service to others, team work and collaboratively and tactfully working and interacting with others in a friendly and professional manner.
    7. Appropriately handling stress and interactions with others.
    8. Working both independently and in teams.
    9. Remaining adaptable to rapidly shifting priorities.
    10. Exercising professional judgment.
    11. Following established safety policies and procedures.
    12. Remaining calm and composed.
    13. Time Management, handling confidential information, multi-tasking and prioritizing.

     

    APPLICATION AND SELECTION PROCESS

    On-line applications only at www.communitytransit.org.  Please attach a resume and cover letter for consideration.  The evaluation process may include interviews, background checks, reference checks, abstract review and various performance tests. 

     

    First consideration will be given to applicants who apply by 11:59 PM October 13.

     

    If you have a family member, or share the same living quarters of a current Community Transit employee, please let your Human Resources Recruiter know as your eligibility  for this position may be affected. 

     

    Community Transit provides a tobacco-free and drug-free work environment.  As a recipient of federal funds, Community Transit is an Equal Opportunity employer and 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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