Receptionist / Office Assistant

As an Office Assistant, you will be the first point of contact for visitors, guests, and vendors, and will also perform a variety of office support activities.  This includes greeting and responding to customers, sorting and distributing mail throughout the office, assisting with scheduling, maintaining, and processing files, and other related tasks.

Perform a variety of office support tasks:

• Answer phone calls and emails in a professional manner.  Direct inquiries to appropriate staff.
• Greet visitors, guests, and vendors.  Provide entry badges for visitors.
• Schedule conference rooms for large meetings and events.
• Open, sort, date stamp, and distribute mail.  Distribute confidential mail appropriately.  Share mail run delivery & distribution with the other Office Assistant.  Arrange special delivery services when needed. 

Work closely with the Ride Store staff and other agency staff to resolve customer concerns with timely follow up and resolution.

Receive, sort, and scan checks.  Log checks and prepare bank deposits.  Review checks for final mailing.  May also sort, consolidate, and distribute a variety of other financial documents.

Assist with the staff vehicle program by scheduling vehicle usage and monitoring the Vehicle Use Log.  Ensure vehicles are returned and logged correctly, and information is sent to the Maintenance and Risk Division managers.

Accept legal documents.  Distribute Requests for Proposals (RFPs), drawings, and other procurement documents to vendors as required.   Following procurement guidelines, accept bid proposals from vendors, stamp received proposals with date and time, and forward them to Purchasing staff. 

Perform general administrative tasks for the department.  This includes data entry, word processing, records reconciliation and management, including confidential records and information.  Provide administrative support for department projects.

Perform other duties of a similar nature or level, as assigned. 

Minimum Qualifications

• 2 years of experience as a receptionist or office assistant, including general office experience and working directly with the public.
• 1 year of general office experience.
• 1 year of experience using Outlook, Word, and Excel.
• Valid Washington State Driver’s license and clean driving record.

An equivalent combination of education and experience to successfully perform the job duties is also accepted.

Knowledge Requirements

• Customer service processes, including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• English language grammar, punctuation, and spelling at a high school graduate level.
• Office administration and business procedures.
• Microsoft Office applications, including Outlook, Word, PowerPoint, and Excel.

Skill Requirements

• Fostering an inclusive workplace by valuing and leveraging diversity, equity, and inclusion to uphold Community Transit’s Core Values and achieve the organization’s vision and mission.  Inspiring and fostering team commitment, pride, and trust.  Facilitating cooperation and motivating team members to accomplish group goals while treating others with courtesy, sensitivity, and respect.
• Safe driving.
• Reliable attendance and ability to work on site.
• Establishing and maintaining effective interpersonal relationships with coworkers, supervisor, the public, and others. 
• Effective written and oral communications that are timely, relevant, concise, and clearly outline necessary actions.  
• Professionally handling stress and interactions with others.
• Managing multiple tasks simultaneously and effectively and adjusting to changing priorities.
• Exercising good judgment, to discern when to take problems to a higher authority for resolution or guidance.
• Following established safety policies and procedures.
• Proficiency with Microsoft Office tools, email, and other office software applications.

Preferred Skills and Knowledge

• 3 years of experience as a Receptionist or Office Assistant.
• Experience using Excel with basic formulas and formatting.
• Experience using SharePoint and Smartsheet applications.

Working Conditions

Work is performed on site in an office environment and requires the use of office equipment and technology.  You will be required to move throughout and between different office buildings and may need to complete tasks in noisy environments.  You will be required to lift and carry materials up to 20 pounds occasionally while picking up and distributing mail. 

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 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 check, reference checks and various performance tests. 

Employee Benefits Non-Exempt

• 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 ten (10) paid holidays throughout the calendar year.
• Full list of all benefits and details can be found here.

If you are related to 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 a 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.