Administrative Assistant

Job Description         TEMPORARY: Safety, Security, and Sustainability Administrative Assistant

Department:             Safety Security and Sustainability                  :         

Division:                     Operations

Accountable to:         Ariel Piedmont           

Supervises:                 None  

Effective Date:           ASAP

Job Summary

Under general supervision provides general administrative support to the Safety, Security, and Sustainability department. Researches and compiles data for a variety of department reports and meetings. Prepares purchases documents. Facilitates process. Organizes and maintains records and files. Assists with projects; and orders supplies.

Essential Duties

1. Process Infractions (When someone driving a community transit vehicle is tagged by a red light camera for a violation, we need someone to investigate who was driving, and then filing responsive paperwork with the court.)
2. Process Invoices (verifying receipt; processing paperwork) Audit invoices and send monthly reports.
3. Credit card / P Card reconciliation
4. Gathering information, writing copy, editing, preparing for publication, and overseeing distribution of correspondence and reports.
5. Research and compile data, statistics, and samples for review and evaluation; prepare and publish regular reports.
6. May make travel arrangements for department employees. Make the reservations, confirm final arrangements and arrange for a travel advance.
7. Manage purchasing requests, process purchase orders (creating, requesting, submitting); prepare purchase documents
8. Performs other duties in a similar nature.

Minimum Qualifications

1. Proficient Microsoft Office user.
2. 2 years of administrative experience, preferably with a Washington state government agency.
3. Professional demeanor
4. Excellent communication skills

Entry Requirements for: Knowledge and Skills

Qualification to enter this position requires knowledge of the following:

1. Microsoft Office and Office administrative procedures.
2. Time management and prioritizing.
3. Computers and associated equipment - printers, scanners, audio/visual equipment, word processing, spreadsheet and presentation software.
4. Other office equipment - calculators, multi-line phones, copiers, faxes, binding machines and shredders.

Qualification to enter this position requires skill in:

1. English grammar and business writing.
2. Customer service and interpersonal communication.
3. Prioritization.
4. Exercising good professional judgment.
5. Basic math.

Physical Requirements

Fingering, grasping, feeling, talking, hearing/listening, seeing/observing, repetitive motions, lifting/carrying, climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling.

Sedentary Work:

Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.