Administrative Assistant II Transportation

Job Locations US-WA-Everett
Opening Date 2 months ago(8/10/2022 7:22 PM)
Job ID
2022-1486
Category
Transportation
Bargaining Unit
No
Min (Annual)
USD $53,333.00/Yr.
Max (Annual)
USD $72,000.00/Yr.
Min Hiring Range
USD $53,333.00/Yr.
Max Hiring Range
USD $58,667.00/Yr.

Overview

Hiring range $53,333 - $58,667

 

Provides confidential administrative support and assistance to department staff. Composes, formats and word-processes a variety of department specific correspondence and documents. Carries out various special projects for the department; coordinates departmental schedules, travel, meetings, and events; acts as a liaison for the department with internal and external customers; tracks department budgets and is the subject matter expert for budget and business planning programs; maintains and reconciles the purchasing and travel cards, assists with department projects; administers departmental programs. Assists with other projects and duties as necessary.

Essential Duties

1. Provides confidential administrative support and assistance to the department staff, and coordinates and schedules departmental activities including travel, meetings and other events.
2. 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. Note taker at several confidential meetings.
3. Maintains contract files for agency divisions.
4. 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.
5. 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.
6. Processes procurement documents, including requisitions, purchase orders and compiles and files purchasing data.
7. Maintains departmental files for various documents and correspondence and master contract files.
8. Performs other duties of a similar nature or level.

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. Demonstrated skill with Microsoft Office Suite of programs (Outlook, Word, PowerPoint and Excel).
  3. Skill in communication and interpersonal relations as applied to interaction with coworkers, supervisors and the general public.
  4. An associate's degree in office administration may substitute for up to 2 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.

 

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.

 

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 proactively.
  3. Coordinate and effectively utilizes resources.
  4. Orchestrate complex scheduling.
  5. 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:

  • Apply online at www.communitytransit.org/jobs
  • Only on-line applications accepted.  Application must have a resume, a cover letter, and all supplemental questions answered.
  • Applicants who meet minimum requirements may be scheduled for tests and interviews to demonstrate knowledge and skills for the position.
  • Applicants for this job may be considered for other openings up to six months after the date this position is filled.

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. 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.

 

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 & 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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