Project Assistant - Operations

Job Locations US-WA-Everett
Opening Date 1 week ago(1/22/2025 3:49 PM)
Job ID
2025-1761
Close Date
2/5/2025
Category
Maintenance
Bargaining Unit
No
Min (Annual)
USD $80,690.00/Yr.
Max (Annual)
USD $121,036.00/Yr.
Min Hiring Range
USD $80,690.00/Yr.
Max Hiring Range
USD $100,863.00/Yr.

Overview

Please Note: This posting will close on February 5, 2025

 

As a Project Assistant, you will play a critical role in supporting the successful execution of departmental projects and initiatives.  Collaborating closely with the Operations Project Manager, you will contribute to all phases of the project lifecycle, from initial planning and concept development to procurement, implementation, and successful project closure.  Your responsibilities will encompass a diverse range of tasks, including conducting research, assisting with the development of project schedules and budgets, tracking progress and expenditures, coordinating project activities, managing documentation and communication plans, preparing status reports, and creating presentations.  You may be assigned to lead specific project elements within larger initiatives or assume responsibility for leading smaller projects under the direction of a supervisor or manager.

Essential Duties

Program and Project Support  

Under the guidance of a Project Manager,  

  • Contribute to the development and maintenance of project plans, including schedules, budgets, risk registers, and communication plans. 

  • Draft scopes of work.  Coordinate with consultants and contractors to gather information, provide direction and resolve issues. 

  • Track project progress, identify potential roadblocks, and proactively develop mitigation strategies.  

  • Prepare and distribute project status reports, presentations, and other key project documentation. 

  • Participate in project meetings and site visits as required. 

  • Conduct thorough research into industry standards, best practices, and regulatory requirements relevant to the project. 

  • Present, lead, and facilitate discussions with diverse audiences, including small teams to large stakeholder groups.  

  • Support the Project Manager in the execution of assigned project elements. 

 

Communication and Collaboration  

Under the guidance of a Project Manager,  

  • Communicate project updates, issues, and resolutions to stakeholders. 

  • Manage project-related correspondence, inboxes, and documentation, ensuring timely responses to inquiries. 

 

Administrative Support  

Under the guidance of a Project Manager,  

  • Provide essential administrative support to the project team, including scheduling meetings, events and coordinating logistics. 

  • Assist in the development and maintenance of project-related workspaces in SharePoint and records in adherence to all regulatory, legal, and contractual requirements. 

 

Process Development and Improvement 

Under the guidance of a Project Manager,  

  • Collaboratively seek out feedback to uncover project challenges and work with the team to develop and implement targeted process improvements to ensure smooth adoption and ongoing effectiveness. 

Budget and Financial Management Support  

Under the guidance of a Project Manager,  

  • Receive, review, and process invoices in accordance with established department procedures. 

  • Monitor budget expenditures and provide status updates.   

 

Perform other duties of a similar nature or level. 

 
 
 
 
 
 
 
 

Requirements

 

Minimum Qualifications

Must have one of the following:

  • High School Diploma or GED 

 

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

 

 

Knowledge Requirements

  • Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint)
  • General administrative fundamentals, including the digital filing structures, utilizing shared network drives, physical office tools (like printers, copiers, phones), and business etiquette.

 

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.
  • Effectively managing time and duties, including coordinating meetings, assigned actions and due dates.
  • Effective written and oral communications that are timely, relevant, concise, and clearly outline necessary actions.
  • Working effectively both independently and as part of a team, at times with limited supervision.
  • Remaining focused on results, following up and completing tasks.
  • Using emotional intelligence to navigate complex and challenging group dynamics.
  • Able to establish and maintain effective working relationships with various stakeholders.
  • Able to meet deadlines consistently.

 

 

Preferred Skills and Knowledge

  • Project management fundamentals.
  • Experience using project management software (e.g. Microsoft Project, Smartsheet).
  • Exposure to process improvement and change management methodologies (e.g. ADKAR® Model).   
  • Familiarity with public agencies and/or transit industry

 

 

Working Conditions 

Hybrid telework may be available.  Availability is at management discretion and may not be available for this position based on the nature of the work.  Work is performed in an office environment and requires the use of office equipment and technology.  You may also be required to lift and carry materials up to 20 pounds occasionally, and up to 10 pounds frequently.  While performing fieldwork, you may also be exposed to automotive fumes, odors, and dust, and may need to complete tasks in noisy environments and varying weather conditions. 

 

Application and Selection Process:

  • Only on-line applications accepted. Please include resume. 
  • 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. 
  • Salary will be negotiated based on skills and experience.

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 of 19 days of Paid Time off (152 hours) in their first year and ten (10) 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.

 

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