Administrative Assistant - Transportation - Term Limited

Administrative Assistant

As an Administrative Assistant, you will provide administrative support to the Transportation department staff by coordinating schedules, organizing meetings and events, and supporting special projects. Your responsibilities include creating and formatting documents using various software, maintaining files, assisting with projects, and supporting departmental programs. Acting as a liaison, you'll engage with internal and external customers, responding to their requests and sharing information.

Term-Limited Position: This position is funded as a term-limited assignment with a minimum duration of 12 months. Based on organizational needs and continued funding, the assignment may be extended for up to an additional 12 months. Appointment to this position does not guarantee continued employment beyond the term-limited assignment. If a regularly funded position becomes available during or following the assignment, the incumbent may be appointed to the position, subject to organizational policies, applicable employment requirements, and business needs. There is no guarantee of continued employment or appointment to a regular position.

Essential Duties

• Provide administrative assistance to Transportation department staff. Support the preparation and coordination of reports, presentations, and meetings. Provide information to internal and external customers.
• Participate in budget administration tasks, including cost monitoring, expenditure tracking, and supporting vendor payment audits.
• Assist in establishing schedules and methods for monitoring administrative activities and implementing departmental policies and procedures.
• Serve as a support point of contact between different teams, assisting with communicating project updates, changes, and key information to relevant stakeholders. Foster effective communication for collaboration and information flow.
• Assist in evaluating operations and activities, provide input for improvements, and contribute to the preparation of various daily reports.
• Perform other duties of a similar nature or level.

Requirements

Minimum Qualifications

• 3 or more years of general administrative experience handling sensitive information.
• Experience using Microsoft Office applications.
• Typing minimum of 50 words per minute, with accuracy.

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

Knowledge Requirements

• General office procedures, practices, and etiquette.
• Grammar rules.
• Customer Service.
• Time management, multi-tasking, and adjusting to changing priorities.
• Familiarity with record and file management systems.
• Business procedures and correspondence.

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.
• Strong verbal and written communication.
• Time management, multi-tasking, and adjusting to changing priorities
• Exercising good judgment, to discern when to take problems to a higher authority for resolution or guidance.
• Scheduling.
• Data and record management.
• Handling sensitive and confidential data with discretion.
• Taking and transcribing meeting minutes.

Preferred Knowledge and Skills

• Experience working in the Public Sector or Transportation industry.
• Knowledge of Community Transit policies and procedures.

Working Conditions

Hybrid 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.