Administrative Support Specialist-Customer Experience

Overview

As the Administrative Support Specialist, you will provide a broad range of administrative, event, and project-related support. You will organize communication and schedules for department meetings and events, act as a liaison for the department with internal and external customers, perform complex work assignments, and act as the subject matter expert in budgeting, business planning, travel coordination, and ensuring compliance with agency business processes and policies.

Essential Duties

Provide confidential day-to-day administrative support for department leadership and staff.

• Communicate with stakeholders and reply to inquiries
• Perform complex scheduling of both personnel and rooms
• Perform meeting preparation and logistic
• Support the execution of special events, projects, and key deliverables

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.

Coordinate, facilitate, and process department records management activities related to agency policy, retention schedules, and records of historical significance to the agency.

Serve as the travel coordinator for the department and reconcile expense claims.

Manage the department’s facility work orders. Maintain office and event supplies and coordinate with others on space planning. Design efficiencies and process improvements where needed.

Assist with public engagement, outreach, and field marketing events in the community through logistical support and by acting as an ambassador of Community Transit’s services.

Coordinate onboarding of new staff, including training in administrative policies and procedures.

Perform other duties of a similar nature, as assigned.

Requirements

Minimum Qualifications

• 5 years of experience in an administrative support role
• 3 years of experience in budget management or expenditure oversight
• Proficiency 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
• Grammar rules
• Common budgetary practices
• Procedures for handling privileged or confidential documents

Skill Requirements

• Fostering an inclusive workplace where diversity, equity, and inclusion is valued and leveraged to uphold Community Transit’s Core Values and achieve the vision and mission of the organization
• Excellent customer service
• Records management
• Strong written, interpersonal, and verbal communication
• Time management, organization, meeting deadlines, and adjusting to changing priorities
• Scheduling and coordinating with others
• Exercising good judgment, to discern when to take problems to a higher authority for resolution or guidance
• Working effectively both independently and on a team
• Adaptive and a quick learner
• Synthesizing information and making recommendations within established policy and procedures
• Taking and transcribing meeting minutes
• Proficiency with Microsoft Office tools

Preferred Skills and Knowledge

• Experience using Smartsheet software
• Project management experience

Working Conditions

100% of yourwork will be performed in an office environment and requires you to operate standard office equipment and keyboards. You will be required to move throughout and between different office buildings and may need to complete tasks in noisy environments. Hybrid telework is available for most administrative personnel.

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

Application and Selection Process:

• Apply online; only on-line applications accepted. Application must have a resume, a cover letter, and all supplemental questions answered.
• Applicants who meet minimum requirements may be scheduled for tests and interviews to demonstrate knowledge and skills for the position.
• Applicants for this job may be considered for other openings up to six months after the date this position is filled.

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 may be affected.