Administrative Support Specialist - Training

As the Administrative Support Specialist for Training, you will provide comprehensive administrative, events, and project-related support.  You will manage specific department programs and processes.  You will also serve as the subject matter expert in budgeting, business planning, and travel coordination, ensuring compliance with agency processes and policies. 

• Provide confidential administrative support to the Training and Staff Development Division.
  • Perform complex scheduling, meeting preparation, logistics, and coordination for department events and projects.
  • Manage department facility work orders, maintain supplies, and coordinate space planning.
  • Manage department records per agency policy and retention schedules.
  • Coordinate with others to support activities and meetings.
• Manage the administrative processes of the Safe Driving and Safe Driving Awards programs.  Coordinate, process, and track required training and qualifications for awards.  Prepare and process notices for preventability determinations, post-accident training, and past due attendance.  Close out events in the risk management tracking system.  Order and maintain supplies for certificates, pins, and other awards.
• Manage the Trainee Uniforms program.  Administer the vendor contract and track inventory.  Monitor annual program expenditures and recommend the annual budget for the program.
• Manage the Tuition Reimbursement program.  Advertise, track, and consult with employee participants.  Monitor annual program expenditures and recommend the annual budget for the program.  Assist employees with identifying additional funding (scholarships and grants).  Track and send notices of completion/graduation.  Solicit and document participant feedback. 
• Support training programs with administrative scheduling, advertising, profiles, and sessions.  Reconcile classes and update the learning management system.
• Coordinate, prepare, and process department purchasing, budgeting, and business planning efforts. This includes invoice processing, One Card reconciliation, purchase orders, requisitions, and budget tracking. Conduct budget research in anticipation of annual budget activities or by request.  As the travel coordinator, process requests and reconcile expense claims for the department.
• Coordinate, maintain, and administer laptop lab resources.  Monitor program and equipment functionality, availability, and scheduling.  Monitor utilization of laptops and peripheral devices.  Coordinate, facilitate, and process the division’s physical asset audit.
• Perform other duties of a similar nature or level.

Minimum Qualifications

• 5 years of experience in an administrative role or 3 years of experience within the last 5 years in an administrative role at Community Transit.
• Professional experience with PC-based software such as MS Office, email, and scheduling applications.

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

Knowledge Requirements

• Records management systems.
• Grammar, punctuation, and spelling.
• Project management concepts.
• Business correspondence and reporting.

Skill Requirements

• Fostering an inclusive workplace by upholding Community Transit’s core values in support of the organization’s vision and mission.  Inspiring team commitment, pride, and trust while promoting cooperation and motivating members to achieve shared goals.  Demonstrating courtesy, sensitivity, and respect in all interactions.
• Managing confidential and sensitive issues with tact and professionalism.
• Good listening skills for taking and transcribing meeting minutes and notes.
• Managing multiple tasks simultaneously and effectively and adjusting to changing priorities.
• Establishing and maintaining effective interpersonal relationships with coworkers, supervisor, the public, and others.
• Attention to detail and timelines.
• Remaining focused on results, following up and completing tasks.
• Maintaining objectivity and using data and good judgment in decision making.

Preferred Knowledge and Skills

• Experience with Smartsheet.

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 will be required to move throughout and between different office buildings and may need to complete tasks in noisy environments. You may also be required to lift and carry materials and supplies weighing up to 20 pounds occasionally. 

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

• 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 24 days of Paid Time off (192 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 are related to or share the same living quarters of a current Community Transit employee, please let your 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 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.