Administrative Assistant

Overview

Under general supervision, you will deliver essential administrative, fiscal, and operational support to the Parts Inventory Manager. Serving as the central administrative hub for the Parts division at our Kasch Park location, you will also provide supplementary support to Vehicle Maintenance personnel as needed. In this dynamic role, you will facilitate departmental accounting processes, manage represented staff timekeeping, and assist with processing warranty claims. You will act as the vital link between Parts, vendors, and Accounts Payable, ensuring accurate financial exchanges and maintaining strict compliance with agency policies and labor agreements

• 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

• Perform a wide range of duties critical to maintaining and processing invoices and verifying receipts for pre-approval. Resolve discrepancies and ensure transactions are recorded to agency standards. Many transactions are time sensitive in nature and directly impact employee engagement. Protect the confidentiality of sensitive or privileged information. Track credits and returns. Review and update BPO/CPO records, process PeopleSoft requisitions, and reconcile the monthly P-Card statement. 
• Provide basic, on-site administrative support to Parts staff at Kasch Park (WH2 and WH3), while serving as a secondary support resource for the Vehicle Maintenance division as needed. Maintain office supplies for the area. Manage communications and meeting documentation, including notetaking and support for follow-up actions. 
• Serve as a backup to the Sr. Coordinator of the Parts sub-division in these duties: Travel coordinator for tasks such as completing travel authorizations, making travel arrangements and reconcile expense claims. Maintaining the Automotive Service Excellence (ASE) credentialling and assigned location uniforms. Submitting and managing Parts specific facilities work orders.
• Supports Parts Inventory Manager in developing annual budget. Monitor expenditure and help to forecast the funds needed for staffing, equipment, materials and supplies to support divisional requirements.   
• Assists Parts Inventory Manage or Designee by collecting, researching, and analyzing procurement information.  Oversees audit and contract compliance. Monitors contract pricing, service requirements, and maintains quote files.   
• Performs other duties of a similar nature or level as assigned including supporting Accounts Payable data entry and filing annual archives as needed.  

Requirements

Minimum Qualifications

• 3 years of general administrative, an associate degree in office occupations, business, or a closely related field may substitute for 18 months of this experience.  A bachelor’s degree in business administration, or a directly related field may substitute for 3 years of experience.
• 2 years of experience performing highly detailed work involving sensitive or privileged information.
• Proficiency with Microsoft Office tools.

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

Knowledge Requirements

• General office procedures, practices, and etiquette.
• Grammar, punctuation, and spelling.
• Customer service techniques.
• Procedures for handling sensitive or confidential documents.

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.
• Time management, multi-tasking, and adjusting to changing priorities.
• Data Management and organization skills.
• Critical Thinking.  Using logic and reasoning to approach problems.
• Effective written and oral communications that are timely, relevant, concise, and clearly outline necessary actions. 
• Public speaking and presenting.
• Attention to detail.
• Working cross-functionally.
• Providing good customer service.
• Learning new assignments quickly.
• Exercising good judgment, discern when to take problems to a higher authority for resolution or guidance.

Preferred Skills and Knowledge

• Database functions
• Familiarity with business accounting standards.
• Process improvement skills.
• Experience organizing in-person, Zoom or Teams Meetings

Working Conditions

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 20 pounds occasionally. 

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

Community Transit provides a tobacco-free and drug-free work environment. 

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 will be affected.

As a recipient of federal funds, Community Transit is an Equal Opportunity Employer and does not unlawfully discriminate on an 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.

Compensation: 59232 to 88848 (USD)