Administrative Support Specialist Customer Experience

3 weeks ago

Everett, United States Community Transit Full time

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 administrative support for department managers and staff.

    • Communicate with stakeholders and reply to inquiries.
    • Perform complex scheduling of meetings and events.
    • Prepare materials and coordinate logistics for meetings.
    Support the execution of special events, projects, and key deliverables.
  • Coordinate, prepare and process department purchasing, budgeting, and business planning efforts. This includes invoice processing, credit card reconciliation, purchase orders, requisitions, and budget tracking. Conduct budget research in anticipation of annual budget activities or by request.
  • Manage department records activities per agency policy and retention schedules. Ensure records of historical significance to the agency are preserved.
  • Serve as the departments travel coordinator. Complete travel authorizations, make travel arrangements and reconcile expense claims.
  • Manage facilities 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. Provide logistical support and act as an ambassador of Community Transits services.
  • Coordinate onboarding of new department staff, including training in administrative policies and procedures.
  • Perform other duties of a similar nature or level, 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 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 valuing and leveraging diversity, equity, and inclusion to uphold Community Transits Core Values and achieve the organizations vision and mission. Inspiring and fostering team commitment, pride, and trust. Facilitating cooperation and motivating team members to accomplish group goals while treating others with courtesy, sensitivity, and respect.
  • Excellent customer service.
  • Records and project management.
  • Strong written, interpersonal, and verbal communication.
  • Time management, organization, meeting deadlines, and adjusting to changing priorities.
  • Problem solving and good use of judgment.
  • 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 policy and procedures.
  • Proficiency with Microsoft Office tools

Preferred Knowledge and Skills

  • Experience using Smartsheet software
  • Project management experience

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 agencys 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.

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