Administrative Assistant (Internal Only)

Administrative Assistant (Executive, Vanpool, Operations, and Human Resources) INTERNAL ONLY

Intercity Transit is currently recruiting for 4 Administrative Assistant positions. These positions will help support the Executive, Operations, Vanpool, and Human Resources departments. This recruitment is open to current Intercity Transit employees, including those in probationary status.

If You Have

• Strong communication skills both verbally and in writing.
• Intermediate skills using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams).
• Ability to effectively plan, organize, and prioritize work independently, and meet deadlines; strong attention to detail and excellent follow-through.
• Ability to foster a participatory organizational climate that is open, positive, and supportive.
• Excellent interpersonal skills and the ability to engage effectively and collaborate with staff, co-workers, and executive leaders.
• Ability to maintain high levels of integrity and discretion in handling confidential information.
  
  

Then these positions are for you!

The Assistant positions are full-time and will perform a variety of administrative duties in support of the various division. The Executive, Operations, and Vanpool Assistant positions are regular, permanent positions, and the Human Resources position is a temporary opportunity, up to two (2) years.

Human Resources Assistant (up To 2 Years)

• Assists employees with inquiries related to the Administrative Services Department.
• Performs routine clerical duties including typing correspondence, editing and proofreading, filing, processing agency mail, photocopying and more.
• Coordinates travel arrangements for employees within the Administrative Services Department.
• Performs data entry and tracks employee training records, discipline, and other confidential employee information.
• Assists with agency’s employee recognition program.
• Supports the Safety, Pension and DEI committees.
• Enters, processes, and manages event reports.
• Administers the tuition reimbursement program.
• Completes address and personal information changes.
• Reconciles division credit cards and purchase orders.
  
  

Vanpool Assistant (permanent)

• Responds to Vanpool inquiries by providing information and referring individuals to appropriate staff.
• Prepares communications including detailed letters, confidential documents, agreements, reports, and forms.
• Collects and verifies information for vanpool volunteer coordinators, drivers and bookkeepers, including information with employers, insurance agencies, licensing agencies and other sources.
• Serves as liaison to vanpool customers for vehicle maintenance, coordinates pick up and drop off of vehicles and preventative maintenance questions.
• Assists staff with training for vanpool drivers and reporters.
• Enters monthly ridership and fare data for National Transit Database (NTD) and prepares reports and compiles annual statistics.
• Develops and maintains database records and customer contact log. Monitors status of vehicle maintenance, communicating changes as needed.
• May drive vehicles to serve agency, vanpool and community van needs.
• Assists Vanpool Coordinators.
• Performs special projects as needed.
  
  

Executive Assistant (permanent)

• Represents the Executive office; interacts in a professional manner; responds to requests for information and maintains confidentiality.
• Performs back up support to the Clerk of the Board and Public Records Officer.
• Responds promptly to public records requests. Enters new requests in software system, tracks data, collects records, drafts correspondence, research exemptions, and redacts exempt information.
• Performs data entry, filing, scanning, composing, formatting, and editing professional correspondence, and distributes mail.
• Attends meetings, may prepare agendas, minutes, and supporting documents.
• Supports the Agency Board and advisory groups.
• Performs special projects as needed.
  
  

Operations Assistant (permanent):

• Supports the Dial-A-Lift (DAL), Fixed Route, Vanpool, Customer Service, and Village Vans divisions.
• Provides verbal and written information and materials to DAL clients; notifies them of their status in process and certification timelines; tracks client certification requests and follows up on completion of eligibility and supports DAL supervisory staff.
• Prepares communications including detailed letters, confidential documents, agreements, reports, and forms; verifies information as needed; edits, formats, posts and distributes documents.
• Orders, processes, and invoices uniform pieces for uniformed personnel.
• Collects, routes, tracks and manages information for Customer Comment Module. Provides reports and data as requested.
• Prepares, gathers, tracks, and develops budgetary data for the Operations Department for the annual fiscal year. Updates staff on purchasing decisions. Orders supplies, purchases and delivers equipment. Prepares and routes purchase order requests.
• Maintains Operations resource center and bulletin board by posting new information and removing outdated documents. Monitors and maintains adequate supply of PPE and other supplies in the Operations lounge.
• Processes Public Community Activity requests from outside organizations and individuals for use of I.T. facilities.
• Attends meetings; prepares agendas, minutes, and supporting documents; copies, collates and distributes documents to attendees or others as assigned.
• Schedules training sessions for departmental staff. Coordinates travel plans within the department; registers conference attendees and makes travel reservations.
• Associate's degree and three (3) years of increasingly responsible administrative support experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
• Washington State driver's license (required for the Vanpool position).
• Must submit to a criminal background check, the results of which must meet hiring criteria for the role.
• Knowledge of customer service principles; office equipment and procedures; editing and drafting business communications and documents; record management and filing principles; meeting and event planning.
• Skill in effective communication skills both verbally and in writing; proficiency in Microsoft Office Suite (Outlook Word, Excel, PowerPoint, and Teams), Adobe Pro or redaction tools; excellent interpersonal skills and the ability to effectively engage and collaborate with staff, co-workers, and executive leaders; ability to maintain high levels of integrity and discretion in handling confidential information.
  
  

Physical requirements -

These positions mainly perform sedentary work and involve sitting most of the time, exerting up to 20 pounds of force occasionally to lift, carry, push, pull or otherwise move objects. The Vanpool position will perform semi-physical work including frequently walking the bus yard which includes a construction site with uneven terrain.What’s in it for you?

• Receive a competitive salary of $31.69 - $42.82 an hour in addition to annual general wage/cost of living adjustments typically received in January and step increases in July (if not at top of salary range).
• Be a part of an essential service to the community.
• Work with an exceptional team in an agency of professionals, who love what they do, and support a work/life balance.
• Comprehensive medical, dental, and vision coverage for employees and eligible dependents.
• PERS Retirement Plans (through Washington State Public Employee’s Retirement System) along with voluntary deferred compensation plans (401k and 457) with employer match up to 8.5%.
• 23.75 to 36 vacation days per year depending upon length of service.
• 12 days of sick leave per year depending upon date of eligibility.
• Paid Bereavement leave for qualifying family members.
• $150 per month Family & Wellness Allowance
  
  

Ready to jump on board?

We would love for you to apply! Please submit a complete electronic application online at www.intercitytransit.com/employment. Your application package must include a cover letter and resume that clearly explains how you meet the qualifications of the position. Be advised, we will not consider incomplete applications. Intercity Transit’s preferred method of communication is via email, so an accurate and active email address is essential.

Completed applications must be received by 5:00pm on Monday, November 17, 2025.

Applicants that meet the required qualifications may be required to take a Microsoft assessment.

Intercity Transit is proud to be an equal employment opportunity employer and strives to provide a culturally diverse workforce. Intercity Transit does not discriminate in employment or service on the basis of race, creed, color, origin, age, sex, religion, marital status, sexual orientation, veteran status, or disability.

We also take pride in being a drug free workplace. Note that Intercity Transit is subject to requirements of the Federal Drug-Free Workplace Act and FR Part 40 & Part 655, which prohibits the use of marijuana at any time while employed by Intercity Transit.