Procurement Administrative Assistant

Job Locations US-WA-Everett
Opening Date 2 weeks ago(11/16/2020 11:03 AM)
Job ID
Bargaining Unit
Min (Annual)
USD $53,811.00/Yr.
Max (Annual)
USD $72,646.00/Yr.
Min Hiring Range
USD $53,811.00/Yr.
Max Hiring Range
USD $59,192.00/Yr.


This position provides administrative and technical support to the procurement and contracts program of the agency. Positively represents the agency and division to suppliers, customers, coworkers and agency leadership. Be a team player and take initiative to help the division meet its objectives. Is ethical and customer-service oriented.

Essential Duties

  1. Agency Enterprise Software (PeopleSoft) Power User – Purchase Order lifecycle processing, vendor record maintenance, reporting, provides end-user training, coordination with Finance, requisition processing, following and updating procedures. Responsible for testing for upgrades and updates, identifying system issues and following through to resolution, i.e. troubleshooting in the test environment.
  2. Entering and auditing of Procurement software database records. Writes and updates Procurement systems user procedures. Works with Communications and IT to maintain Procurement’s Internet and Intranet pages.
  3. Obtains small dollar competitive quotes, places orders, pays invoices and monitors agency accounts (i.e. office supplies, toners, stationery, Amazon and GSA), while adhering to procurement procedures and thresholds.
  4. Administers the agency’s surplus program; tracks for disposal, physical inspections, and reports results.
  5. Conducts occasional small projects that may require market research, data gathering and analysis, and report preparation. Coordinates procurement events and programs, such as Disadvantaged Business program outreach and staff retreats. Duties will involve staff coordination event arrangements, vendor outreach etc.
  6. Provides first tier customer service and support to agency personnel and vendors.
  7. Provides a wide-range of administrative support and assistance to the division staff including running legal ads, maintaining goals and work plans, and monitoring division email and fax boxes. Assisting in pre-bid conferences and bid openings. Monitors division budget data. Procurement and Parts budget –data collection.
  8. Manages the division’s electronic and paper records program. Creates, organizes and maintains divisional records and files for storage, retention, and disposition.
  9. Performs other duties of a similar nature or level, as assigned.



Minimum Qualifications

  1. Five years of general administrative experience.
  2. An Associate's degree can substitute for two years of general administrative experience.
  3. Demonstrated skill with Microsoft Office Suite of programs (Outlook, Word, PowerPoint and Excel).
  4. Three years of experience in a customer service position.
  5. Two years of experience working with an automated financial/purchasing system.

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.



  1. Government sector experience.
  2. Procurement or Finance experience.
  3. PeopleSoft experience.


Entry Requirements for: Knowledge and Skills



  1. Intermediate level Microsoft Office Suite e.g. Word, Excel, PowerPoint and Outlook programs.
  2. Record and file management.
  3. Business writing.



  1. Working independently and on teams.
  2. Customer service, diplomacy and problem solving.
  3. Communication, organization of work, prioritization, and time management.
  4. Preparing reports, documentation and business writing utilizing Microsoft Office Suite.
  5. Training employees regarding work matters.
  6. Exhibiting patience, courtesy and respect for others.


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:

  1. Specific Community Transit functions.
  2. Community Transit policies and procedures.
  3. Community Transit software applications, budgeting and division programs, especially Subject Matter Expertise in PeopleSoft Procurement.


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:

  1. Use PeopleSoft Procurement Module to accurately manage requestor setup, requisitions, purchase orders, vendor setup, match exceptions, and sales and use tax, in a timely manner.
  2. Train requestors in PeopleSoft Procurement modules.
  3. Building rapport and maintaining long-term relationships.
  4. Oversee the non-profit/agency list for surplus vehicles and other surplus items.
  5. Problem-solving and making recommendations regarding issues. 

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.



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


If you have a family member, or share the same living quarters of a current Community Transit employee, please let your Employee Engagement 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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