Administrative Support Specialist

Administrative Support Specialist of Communications, Marketing & Engagement

As the Administrative Support Specialist of Communications, Marketing & Engagement (CME), you will provide crucial support to the Chief Communications Officer (CCO) and department staff. You will provide comprehensive administrative, events, and project-related support. You will serve as the subject matter expert in budgeting, business planning, and travel coordination, ensuring compliance with agency processes and policies. You will play a pivotal role in organizing communication, schedules, and facilitating departmental interactions.

Essential Duties

• Provide confidential day-to-day administrative support for department leadership and staff.
• Perform complex scheduling, meeting preparation, logistics, and coordination for special 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, meetings, and deliverables involving the CCO and executive leadership team.
• 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.
• Facilitate department meetings, retreats, and activities, managing participants, rooms, budget, notifications, and expenditures.
• Assist with special projects related to department goals, initiatives, and team engagement. Representing Community Transit, assist with public engagement, outreach, and field marketing events in the community.
• Coordinate onboarding for new staff, providing training in administrative policies and procedures.
• Perform other duties of a similar nature or level.

Requirements

Minimum Qualifications

• 5 years of experience in an administrative support role.
• 3 years of experience in budget management or expenditure oversight.
• 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

• General business systems and software, including Windows and Microsoft Office.
• General concepts and practices of Project Management, time management, and setting priorities.
• Accurate spelling, punctuation, and grammar.
• Business procedures, correspondence, record management, handling confidential, sensitive, and privileged information.

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.
• Excellent Customer Service.
• Records and project management.
• Effective written and oral communications that are timely, relevant, concise, and clearly outline necessary actions.
• Time management, organization, meeting deadlines, and adjusting to changing priorities.
• Maintaining objectivity and using data to inform collaborative decision making.
• Working effectively both independently and as part of a team.
• Diplomacy, tact, and professionalism in dealing with sensitive and confidential issues and data.
• Good listening skills and the ability to take and transcribe effective meeting minutes.
• Adaptive and quick to learn.
• Synthesizing information and making recommendations within established policies and procedures.
• Proficiency with Microsoft Office tools.

Preferred Knowledge and Skills

• Experience using Smartsheet software.

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.

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.