Administrative Support Specialist

As an Administrative Support Specialist, you will provide confidential administrative support and assistance to the Director and department staff.  Responsibilities include drafting department specific correspondence and documents, managing assigned special projects, and coordinating schedules, travel, meetings, and events.  You will serve as the department’s primary liaison with internal and external customers, monitor and track department budgets, and serve as a subject matter expert for budget and business planning programs. 

1. Provide confidential administrative support to the Director, managers, and department staff.

• Coordinate and schedule department travel, meetings, and events

• Act as a liaison between the department and internal/external customers; prioritize inquiries, relay messages, and screen contacts

• Assist in preparing grievance responses by researching and compiling documentation

• Compose and edit correspondence, presentations, and other materials using various software applications

• Prepare monthly reports for the Director’s review

• Reconcile department credit cards

2. Independently manage department programs, including WSDOT Good To Go, CDL, Automotive Service Excellence (ASE) credentialing, uniforms, and interdepartmental projects.

• Manage program scope, timelines, and implementation of related policies and procedures

• Develop and implement processes to track and ensure all program requirements are met

• Work with vendors to dispute and resolve erroneous charges

• Review processes for inefficiencies; recommend and implement improvements

• Maintain program files and records

3. Coordinate the preparation and submission of the department budget and business plan.

• Research and provide recommendations on non-salary budget items

• Create purchase and change orders for the Maintenance and Parts departments

• Place orders and process invoices for payment

• Monitor budget activity and authorize expenditures as assigned

• Maintain budget documentation

4. Serve as Community Transit’s liaison to the Department of Labor & Industries for the Apprenticeship Program.

• Provide administrative support for apprentice training

• Document performance and ensure appropriate pay and step progression

5. Review timesheets for accuracy and compliance with labor contracts, personnel policies, and labor laws.

• Correct discrepancies and inform employees of changes

• Document daily scheduled and unscheduled absences

• Notify appropriate personnel of excessive absences

6. Establish processes and procedures for the department’s electronic and paper records program.

• Create, organize, and maintain records for storage, retention, or disposal

• Serve as a website administrator with shared responsibility for creating and managing Maintenance Department content on the intranet

7. Collaborate with staff to develop and revise departmental policies, procedures, and documents.

• Gather information from various stakeholders and compile it into usable documentation for review

• Five years of experience as an administrative assistant working with confidential information. Three of the five years must have been acquired within the last five years.  An associate degree in office administration or a closely related field may substitute for up to two years of experience.
• Demonstrated intermediate level skills with Microsoft programs (Outlook, Word, PowerPoint, Excel and SharePoint).
• Ability to establish and maintain effective interpersonal relationships with coworkers, supervisor, the public, and others.

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

• Record and file management systems.
• Grammar, punctuation, and spelling.
• Business procedures – correspondence, taking minutes, managing confidential or privileged information.
• Budget management, including invoice processing and monitoring and forecasting expenditures to meet business goals.
• Understanding of and ensuring compliance with Collective Bargaining Agreements.

• 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 multiple tasks simultaneously and effectively and adjusting to changing priorities.
• Dealing with sensitive issues with tact and professionalism.
• Taking and transcribing meeting minutes.
• Effective written and oral communications that are timely, relevant, concise, and clearly outline necessary actions.
• Working with highly detailed and confidential data.
• Problem solving and good use of judgment.
• Working well both independently and in teams.
• Learning new assignments quickly.
• Project management.
• Synthesizing information and making recommendations within policy and procedure.

• Public sector work experience.
• Knowledge of Community Transit policies, procedures, and operations.
• Apprenticeship programs through Labor and Industries.
• Community Transit applications and budgeting software programs.
• Ability to type accurately at 50 wpm.
• Effective coordination and use of resources.
• Coordinating complex scheduling.
• Establishing and maintaining effective interpersonal relationships with coworkers, supervisor, the public, and others.

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 frequently and 20 pounds occasionally. 

• Only on-line applications will be accepted and must include a resume, completed application with job history listed and supplemental questions answered. Incomplete application packets will not be considered.
  
  
• Applicants for this job may be considered for other openings up to six months after the date this position closes.
  
  
• 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 checks, reference checks and various performance tests.

PLEASE NOTE:

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

Community Transit provides a tobacco-free and drug-free work environment. 

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.

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.