Administrative Support Specialist

Overview

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.

Essential Duties

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

Requirements

Minimum Qualifications

• 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.

Knowledge Requirements

Skill Requirements

Preferred Skills and Knowledge

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 frequently and 20 pounds occasionally.

Application and Selection Process

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.