• Administrative Assistant - Admin Department

    Job Locations US-WA-Everett
    Opening Date 2 weeks ago(10/4/2019 4:29 PM)
    Job ID
    2019-1267
    Category
    Administration
    Min Hiring Range
    USD $49,285.00/Yr.
    Max Hiring Range
    USD $54,214.00/Yr.
  • Overview

    Under general supervision, provides confidential support and assistance to Administrative Department.  Assists in the production and distribution of financial reports such as the Comprehensive Annual Financial Report (CAFR), the National Transit Database (NTD), and the annual budget; coordinates the agency’s contract management system; and assists divisions with special projects as needed. Travel coordinator for administration and finance divisions, and monitors department’s purchasing card transactions and reconciliation. Provides routine backup coverage for front desk receptionist, mail run, and vault duties.

    Assists with other projects and duties as necessary.

    Essential Duties

    1. Acts as administrative liaison for the Administration Department’s Finance Division. Provides document control and scheduling support for division activities such as the budget process, audits and business planning.  Processes, coordinates, edits and formats documents such as the Comprehensive Annual Financial Report, quarterly financial reports, and the National Transit Database report. Writes/edits and formats supporting documentation, minutes and financial spreadsheets as required.
    2. Provides administrative support within the Administration Division including back-up support for the Administrative Coordinator (scheduling), back up support for the front desk and the mail run. Creates purchase requisitions and direct vouchers, coordinates bi-annual events and works on special projects.
    3. Monitors procedures for agency-wide travel program. Processes and tracks travel for the Administration and Finance Divisions including: researching travel options, scheduling conferences, reserving airfare, hotel and transportation, and processing claims for expense. Maintains travel records.
    4. Provides administrative support for the annual budget process. Collects and edits department narratives.  Edits and formats Board of Directors budget notebook into pdf version with accuracy for distribution to the Board and the general public. Prints out and binds budget books.  Prints reports from the budget system and coordinates budget inputs.  Prepares and organizes budget review reports for the Executives’ budget review process.
    5. Coordinates the agency’s contract routing, tracking, storage, and retrieval.  Reviews contracts for accuracy, determines signature authority, notarization requirements, and if legal review is needed.
    6. Helps administer agency-wide purchasing card program including monthly monitoring, reconciliation and reports. Maintains agency org charts.  
    7. Performs other duties of a similar nature or level as assigned.

    Requirements

    Minimum Qualifications

    1. Minimum of five years of experience as an administrative assistant involving confidential information. Three of the five years must have been acquired within the last five years.
    2. An associate's degree in office administration. May substitute for up to 2 years of the experience requirement.
    3. Intermediate experience using Word, PowerPoint and Excel.
    4. Accurately type at 50 wpm.

    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.

     

    Preferred

    • Transit Experience
    • Public Sector Experience

     

    Entry Requirements for: Knowledge and Skills

     

    Qualification to enter this position requires knowledge of the following:

    1. MS Office and other computer applications, such as scheduling, email, Word, Excel, and database software use.
    2. Time management and priority setting.
    3. Record and file management systems.
    4. Grammar, punctuation and spelling.
    5. Business procedures: correspondence, minute taking, record management, and handling confidential or privileged records.
    6. Principles of accounting.
    7. Speaks, reads and presents ideas in English.

     

    Qualification to enter this position requires skill in:

     

    1. Deals with sensitive issues using tact and professionalism.
    2. Takes and transcribes meeting minutes.
    3. Organizes work and manages time to meet deadlines.
    4. Effectively communicates, provides customer service and maintains interpersonal relations as applied to interactions with coworkers, supervisor, the general public, etc.
    5. Works with highly detailed and confidential data.
    6. Solves problems and uses good judgment.
    7. Work well both independently and in teams.
    8. Remains adaptable to rapidly shifting priorities.
    9. Learns new assignments quickly.

     

    Proficient Performance Requirements for Knowledge and Skills

     

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

    • Knowledge of specific Community Transit functions.
    • Knowledge of Community Transit policies and procedures.

     

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

    • Skilled in Community Transit applications, budgeting and department software programs.
    • Anticipate priorities and plan for them by planning work proactively.
    • Coordinate and effectively utilizes resources.
    • Orchestrate complex scheduling.
    • Building rapport and maintaining long-term relationships.

     

    Physical Requirements

    Fingering, grasping, feeling, talking, hearing, standing, seeing, sitting, repetitive motions, pulling, lifting, carrying, climbing, stooping, kneeling, crouching, reaching, standing, walking and pushing.

     

    Sedentary Work:

    Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, 25 pounds of force seldom, and/or up to 10 pounds of force constantly to move objects.

     

    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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