Coordinator - Transportation

As the Coordinator for the Transportation department, you will play a pivotal role in the daily operations and strategic initiatives of the department.  With a focus on providing comprehensive administrative and technical support, you will participate in goal setting and achievement, guiding the preparation of various reports and presentations.  Key responsibilities include proofreading documents, answering inquiries, and overseeing daily financial tasks, including budget preparation, cost monitoring, and vendor payment audits.  Monthly tasks involve processing requisitions and purchase orders, along with compiling department budget data.

Serve as the central point of contact between different teams, ensuring effective communication of project updates, changes, and key information to relevant stakeholders.  Foster collaboration and information flow.

Provide confidential administrative and technical support for the Transportation department. 

• Answer questions and provide information to internal and external customers.
• Participate in setting and achieving goals and strategies.    
• Guide the preparation and coordination of reports and presentations, including technical and statistical reports, meeting minutes, contracts, graphs, statistical analyses, pamphlets, and memos.  Proofread documents for accuracy, form, content, and proper English usage.  
• Coordinate complex scheduling for coordination between managers, represented staff, union representatives, and others. 
• Support meetings by providing materials, taking notes, tracking action items, and following up with appropriate documentation.

Manage the department attendance program.

• Track absenteeism, reliability, leave without pay, and associated progressive discipline.
• Monitor critical data to identify issues and inconsistencies for further review.
• Interpret applicable contract language, SOP sections, and appropriate analysis for documenting employee absences. 
• Coordinate with managers, Employee Engagement, and leave administrators on next steps.

Manage the database of driver’s licenses, medical certifications, and moving violations.  Validate violation reporting with Risk Management.  Review notifications list of pending violations and expirations to ensure processes are followed and staff are properly licensed to operate vehicles.

Administer the department’s Employee of the Month/Quarter/Year award program.  Arrange distribution of service awards and safe driving awards. 

Provide administrative support for quarterly bids and annual vacation bids.  Prepare needed paperwork, postings, communication, print jobs, and distribution.  Obtain needed resources, including space and equipment.

Maintain department files, documents, and databases.  Prepare and publish department newsletters and intranet communications.  Process requisitions and purchase orders.  Manage department supplies and ordering.  Distribute mail and respond to public records requests. 

Perform other duties of a similar nature or level.

Minimum Qualifications

• 5 years of experience in administrative support.  An associate degree in office administration or a related field may substitute for up to 2 years of experience.
• 2 years of experience providing administrative support to an assigned department and handling restricted information.
• Demonstrated intermediate level skills with Microsoft Office tools.

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

Knowledge Requirements

• General office and business procedures, practices, and etiquette.
• Rules of grammar, punctuation, and spelling.
• Procedures for handling privileged or sensitive documents.
• Record and file management systems.
• Project management.
• Understanding of accounting rules.
• Research and reporting preparation methods.

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.

• Effective written and oral communications that are timely, relevant, concise, and clearly outline necessary actions. 
• Working effectively both individually and as part of a team, at times with limited supervision.
• Effective team leading and team participation skills.
• Ability to negotiate and influence others to achieve business goals and core values. 
• Ability to research and synthesize information.
• Maintaining objectivity and using data to guide collaborative decision making.
• Exercising good judgment and discerning when to escalate problems for resolution or guidance.
• Identifying problems, gathering research, evaluating data, and providing recommendations.
• Establishing and maintaining effective interpersonal relationships with coworkers, supervisor, the public, and others. 
• Complex scheduling.
• Presenting technical and non-technical information to audiences with varying levels of technical expertise. 
• Anticipating priorities and planning proactively.
• Problem assessment and determining the best course of action.
• Conflict resolution, mediation, and facilitation.  Using emotional intelligence to navigate complex group dynamics and support individuals in stressful situations.
• Managing multiple tasks simultaneously and effectively and adjusting to changing priorities.

Preferred Skills and Knowledge

• Bachelor’s degree in Business Administration, Technology, or a related field.
• Previous transit industry work experience.
• Experience managing small to mid-sized projects.

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 up to 10 pounds occasionally. 

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 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.