Administrative Assistant - Transportation

at  Community Transit

Overview:
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.

Essential Duties:

• Provide administrative assistance to the Transportation department staff. Support the preparation and coordination of reports and 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

• Three 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 where diversity and individual differences are valued and leveraged to achieve the vision and mission of the agency. 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.
• 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 SKILLS AND KNOWLEDGE

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

• Provide administrative assistance to the Transportation department staff. Support the preparation and coordination of reports and 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