Administrative Assistant II - Training

Job Locations US-WA-Everett
Opening Date 1 month ago(12/23/2021 11:00 AM)
Job ID
2021-1416
Category
Administration
Bargaining Unit
No
Min (Annual)
USD $52,033.00/Yr.
Max (Annual)
USD $70,244.00/Yr.
Min Hiring Range
USD $52,033.00/Yr.
Max Hiring Range
USD $57,237.00/Yr.

Overview

Community Transit is looking for an Administrative Assistant II in our Training Department.  Our ideal candidate is a creative and enthusiastic team member  who  is pro-active, loves working with people and has an eye for the details. The candidate selected for this position will provide confidential administrative support and assistance to department staff; compose, format and word process a variety of department specific correspondence and documents; carry out various special projects for the department; coordinate departmental schedules, travel, meetings and events; act as a liaison for the department with internal and external customers; track department budgets and is the subject matter expert for budget and business planning programs; maintain and reconcile the purchasing and travel cards, assist with department projects; administer departmental programs.  Assists with other projects and duties as necessary.

 

Find out more about Community Transit and what we do at: https://www.communitytransit.org/about/about-us

 

 

 

Essential Duties


  1. Provides confidential administrative support and assistance to the department staff; coordinates and schedules departmental activities including travel, meetings and other events.
  2. Performs administrative functions for the Training and Staff Development Division including, but not limited to: processing and tracking accident judgements, PAT notifications, coordinates meetings, conducts inventories, tuition reimbursement processing, and petty cash custodian.
  3. Composes formats and word processes a variety of correspondence and documents using various software applications. These documents may include technical and analytical reports, minutes, contracts, grant applications, graphs, statistical analyses, pamphlets, memos, etc.
  4. Maintains contract files for Training and Staff Development Division.
  5. 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 budget workbooks, coordinating awards program, and overseeing a uniform program.
  6. 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.
  7. Processes requisitions and purchase orders and compiles department budget data.
  8. Responsible for department purchasing at the direction of managers within the training and Staff Development Division. Custodian of the P-Card and responsible for reconciliation. processes invoices, requisitions and purchase orders. Division SME for budget and business planning.
  9. Administers the Tuition Reimbursement Program and the requests to attend training for the organization. Maintains records and assists employees in participation to the program.
  10. Performs other duties of a similar nature or level.

Requirements

Minimum Qualifications

  1. Minimum of two years of experience as an administrative assistant/administrative support function.
  2. Demonstrated skill with Microsoft Office 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, supervisors and the general public.
  5. An associates degree in office administration, learning and development or equivalent hours and/or certifications in a similar field may substitute for up to one year of 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.

Preferred

  1. 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, spelling.
  5. Business procedures: correspondence, minute taking, record management, handling confidential or privileged records.
  6. Principles of accounting.
  7. Speak, read and present ideas in English.

 

Qualification to enter this position requires skill in:

  1. Dealing with sensitive issues with tact and professionalism.
  2. Taking and transcribing meeting minutes.
  3. Work organization and time management to meet deadlines
  4. Effective communications, customer service and interpersonal relations as applied to interaction with coworkers, supervisor, the general public, etc.
  5. Working with highly detailed and confidential data.
  6. Problem solving and good use of judgment.
  7. Work well both independently and in teams.
  8. Remain adaptable to rapidly shifting priorities.
  9. Learn 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:

  1. Knowledge of specific Community Transit functions.
  2. Knowledge of Community Transit policies and procedures.
  3. Knowledge of adult learning concepts and methodologies.
  4. Knowledge of training creation and delivery concepts.

 

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. Skilled in Community Transit applications, budgeting and department software programs.
  2. Anticipate priorities and plan for them by planning work pro-actively.
  3. Coordinate and effectively utilizes resources.
  4. Orchestrate complex scheduling.
  5. Building rapport and maintaining long-term relationships.
  6. Facilitate training as needed.
  7. Creating/editing teaching materials such as manuals, slide decks, and graphics.

Application Process

  • Apply on-line at www.communitytransit.org/employment/opportunities.
  • Resume and cover letter are required.
  • Only complete on-line applications will be considered.
  • Applicants whose qualifications most closely match our job requirements will be scheduled for a variety of tests, references and background checks.

IMPORTANT INFORMATION

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

 

All new Community Transit employees must be fully vaccinated against COVID-19 within 60 days of hire or be granted an accommodation as outlined in our policy. Effective January 1, 2022, all new employees must provide proof of fully vaccinated status on or before their first workday. People are considered fully vaccinated two weeks after their second dose in a two-dose series or two weeks after a single-dose vaccine. This includes maintaining any booster dose within 60 days of being eligible, as authorized by the FDA.

Employees or applicants may make accommodation requests based on a medical disability or for sincerely held religious beliefs. Provided the accommodation is reasonable and does not create an undue hardship for Community Transit and/or pose a direct threat to the health or safety of others in the workplace and/or to the requesting employee. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for accommodation. This directive applies to all employees of Community Transit. If you want more information regarding our Vaccine Policy, please contact Employee Engagement at 425-348-2315 to speak with a representative.

 

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