Transit Systems 2017-08-11 2017-08-27

Senior Administrative Specialist

Company: Sound Transit View more listings
Location: Seattle, Washington
Job Status: Full-time
Salary: See Below
Job ID: 94837
Website: http://agency.governmentjobs.com/soundtransit/default.cfm

Job #17-01136

SALARY: $43,284.00 - $54,105.00 Annually

OPENING DATE: 08/11/17
CLOSING DATE: 08/27/17, 5:00 PM

GENERAL PURPOSE:
Under general supervision, provides the full range of general administrative support and office management support work to a director and/or an Agency Division or similar level, requiring the application of specialized technical/administrative knowledge and the exercise of some initiative, independent judgment and decision making within defined guidelines; it is distinguished from the lower level Administrative Specialist in that the major duties performed are more administrative in nature and secretarial/clerical duties may be performed less frequently with notable accountability for the work results, that includes operational, financial and analytical duties; and positions generally spend more time performing and/or coordinating administrative support functions; serves as liaison with regard to programs, policies, procedures, and assigned functions for the director/division; coordinates directors schedules and meeting calendars; coordinates the division files and file maintenance; drafts and produces a variety of letters/correspondence; maintains office equipment; submits Enterprise Asset Management (EAM) facilities service requests, and places orders when needed; creates requisitions; orders supplies and sorts and distributes daily mail; prepares written reports and presentations; coordinates and assists with departmental budget development and monitoring; manages scope, schedule and budget of assigned projects; and coordinates communications and projects with other agency departments, divisions, and outside agencies on behalf of the director and the division.

ESSENTIAL FUNCTIONS:
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

  • Coordinates the administrative support functions for the assigned division director and/or division; coordinates office processes; creates requisitions and check requests; coordinates the Division credit card and reporting processes; produces letters; monitors and maintains office equipment; submits service requests, placing orders when needed; and creates requisitions, orders supplies and sort sand distributes mail daily.

  • Provides project and meeting coordination support; prepares appropriate materials for meetings such as agendas and staff reports; provides research and analytical support of assigned projects, programs and functions; provides follow-up information; performs project tracking as assigned; and develops and oversees department space plan.

  • Provides Director/Division level administrative support and office management to Director and Leads in the Department; oversees the department and Agency policies and procedures and ensures there is a well managed and organized/functional office environment; tracks, monitors and develops department budgets; prepares written correspondence and department reports; schedules meetings; and coordinates a variety of other administrative functions within the department division.

  • Provides general support for staff within the division and internal and external customers of the division.

  • Provides support to the Director and others as assigned; serves on a variety of committees as assigned; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.

MINIMUM QUALIFICATIONS

Education and Experience:
Completion of a High School Diploma/GED and four years of experience providing administrative support functions for a manager/director or similar level in a large department or complex program/project of an organization that includes preparation of presentations and executive level communications, coordinating administrative support functions such as schedules, budget/procurement, and special projects; OR an equivalent combination of education and experience.

Required Licenses or Certifications:
None.

Required Knowledge of:
  • Operational characteristics, services, and activities of assigned functions, programs, and departmental operations.

  • Work organization and office management principles and practices.

  • Processes, procedures, and practices of budget preparation administration.

  • Principles and practices of fiscal, statistical, and administrative research and report preparation.

  • Customer service and public relations methods and techniques.

  • Pertinent federal, state, and local laws, codes, and regulations.

  • Principles and practices used in establishing and maintaining files and information retrieval systems.

  • Communication techniques and strategies to facilitate responding to inquiries and routing calls and customers to the appropriate staff member.

  • Administrative practices for office management.

  • Basic bookkeeping practices.

  • Basic mathematical principles.

  • Methods and techniques of proper phone etiquette.

  • Principles of business letter and report writing.

  • Principles and procedures of record keeping.

  • English usage, spelling, grammar, and punctuation.

  • Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases.


Required Skill in:
  • Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.

  • Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups and the general public.

  • Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.

  • Understanding the organization and operation of the Agency and of outside agencies as necessary to assume assigned responsibilities.

  • Applying principles and practices specific to department and area of assignment.

  • Demonstrating a positive customer service orientation with both internal and external clients.

  • Performing responsible and difficult administrative support duties involving the use of independent judgment and personal initiative and resourcefulness.

  • Participating in the preparation and administration of assigned budgets.

  • Researching, compiling, analyzing, and interpreting data.

  • Preparing clear, concise reports, correspondence and memoranda.

  • Implementing and maintaining filing systems.

  • Typing and entering data, taking and transcribing dictation at a speed necessary for successful job performance.

  • Planning and organizing work to meet changing priorities and deadlines.

  • Applying appropriate oral and written communication techniques to various individuals.

  • Working cooperatively with other departments, Agency officials, and outside agencies.

  • Interpreting and applying applicable federal, state, and local policies, laws, and regulations as it pertains to assigned area.

  • Preparing travel requests, arranging travel and preparing travel expense reports.

PHYSICAL DEMANDS/WORK ENVIRONMENT:
  • Work is performed in a standard office environment.

  • Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.


The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.

It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.

Apply online: http://agency.governmentjobs.com/soundtransit/default.cfm

We are an Equal Opportunity Employer and value workplace diversity. We seek to create an environment and culture that embraces the differences of our employees. You will find an exceptionally diverse group of people at Sound Transit with regard to culture, beliefs, communication styles, and life and work experiences.

All qualified applicants are considered in accordance with applicable laws prohibiting discrimination on the basis of race, religion, color, gender, age, national origin, sexual orientation, physical or mental disability, marital status or veteran status or any another legally protected status.

When applying, mention you saw this opening listed at TransitTalent.com.

Job Listing - Senior Administrative Specialist