Administrative Support Specialist - Communications & Marketing

Job Locations US-WA-Everett
Opening Date 2 weeks ago(5/24/2023 7:28 PM)
Job ID
2023-1579
Category
Administration
Bargaining Unit
No
Min (Annual)
USD $79,614.00/Yr.
Max (Annual)
USD $111,460.00/Yr.
Min Hiring Range
USD $79,614.00/Yr.
Max Hiring Range
USD $87,575.00/Yr.

Overview

Under general supervision, provides administrative support for the Chief Communications Officer (CCO) and department staff. Helps ensure successful progress of Community Transit’s Communications and Marketing team and initiatives by providing a broad range of administrative, events and project-related support.  Performs complex work assignments and is the subject matter expert in budgeting, business planning, and travel coordination, ensuring compliance with agency business processes and policies.  Organizes communication and schedules for department meetings and events and acts as liaison for the department with internal and external customers.

Essential Duties

 

  1. Provides confidential day-to-day administrative support to the CCO, department leadership and staff, including complex scheduling, meeting preparation and logistics, and coordination for special events, projects and key deliverables.
  2. Coordinates, prepares, and processes department purchasing, budget and business planning efforts including annual budget activities, requisitions (including invoice processing, One Card reconciliation, contracts and associated purchase orders) and budget tracking. Conducts budget research in anticipation of annual budget activities or in response to requests.
  3. Coordinates and facilitates department/division meetings, retreats, and various activities; this includes participants, rooms, budget, notifications, and tracking expenditures.
  4. Assists with special projects related to department/division goals, initiatives, and team engagement.
  5. Coordinates cross-functionally to support activities, meetings, and deliverables involving the CEO and executive leadership team.
  6. Coordinates, facilitates, and processes department records management activities related to agency policy, retention schedules, and records of historical significance to the agency.
  7. Serves as the travel coordinator for the department, processing requests to attend (RTA) for the CCO and staff and reconciling claims for expense.
  8. Manages the department facility work orders. Maintains office and events supplies to support the department and coordinates with others on space planning. Designs efficiencies and process improvements where needed.
  9. Supports public engagement, outreach, and field marketing events in the community, with logistical support and participation as a representative of Community Transit and an ambassador for our services.
  10. Coordinates onboarding for new staff, including training in administrative policies and procedures.
  11. Safely performs other duties as requested.

Requirements

Minimum Qualifications

  1. Five years of experience in an administrative support role.
  2. Demonstrated skill with Microsoft Office Suite of programs.

***An equivalent combination of education, skills, and experience sufficient to successfully perform the essential duties of the job such as those listed above may be considered.***

 

Preferred

  1. Experience with Smartsheet

Entry Requirements for: Knowledge and Skills

 

Qualification to enter this position requires knowledge of the following:

  1. General Business operating and software systems including: Windows, Microsoft Office
  2. General Principles and Practices of Project Management, time management and/or priority setting
  3. Record and file management systems.
  4. Grammar, punctuation, spelling.
  5. Business procedures; correspondence, record management, handling confidential, sensitive and privileged information.

 

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 judgement.
  7. Working will both independently and in teams.
  8. Remaining adaptable to rapidly shifting priorities.
  9. Learning new assignments quickly.
  10. Speaking, reading, and presenting ideas in English.
  11. Records and project management.
  12. Synthesizing information and making recommendations within established policy and procedures.
  13. Fostering an inclusive workplace where diversity, equity and inclusion is valued and leveraged to uphold agency Core Values and achieve the vision and mission of the organization.

 

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 Community Transit functions, policies and procedures.
  2. Knowledge of Community Transit services and programs.
  3. Knowledge of adult learning concepts and methodologies.
  4. Knowledge of training creating 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. Community Transit applications, budgeting and department software programs.
  2. Coordinating effectively utilizing available resources.
  3. 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:

 

  • Only on-line applications accepted. 
  • Applicants for this job may be considered for other openings up to six months after the date this position is filled.
  • Applicants who meet the minimum requirements may be asked to provide a portfolio sample of work, scheduled for an interview as well as a variety of tests to demonstrate knowledge and skills for the position.  The evaluation process may include interviews, background checks, reference checks and various performance tests.    

 

Employee Benefits: 

Employees (and their families) are covered by medical, dental, vision, basic life and disability insurance. Employees participate in the Public Employees Retirement System (PERS) and have the option to enroll in the agency’s deferred compensation plan.  In addition to WA Paid Sick Leave, employees in this position, accrue nineteen (19) days of Paid Time Off (152 hours) in their first year and receive nine (9) paid holidays throughout the calendar year. Full list of all benefits and details can be found here.

 

 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 will 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 an 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.

Options

Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed