Administrative Coordinator

Community Transit - Everett, WA (30+ days ago)3.7


Overview
Under general supervision, manages the agency’s day-to-day administrative support operations; supervises staff to provide high-level customer focus services; supports the Director of Administration by providing professional-level counsel and recommendations; serves as a liaison to assigned Board Committees and other Board of Directors, Executive Team members, and staff.

Essential Duties
Serves as principle, confidential aide to the Director of Administration. Composes and edits correspondence, board memos, reports, presentations, PowerPoints, and other materials, opens/reads mail and routes or handles as appropriate and responsible for complex scheduling for Director of Administration and other department staff. Reviews for completeness and accuracy the Administration department’s vouchers, request to attends and contracts; works with the initiator to make corrections before sending to director for final approval. Serves as an intermediary for the Director of Administration with members of Board of Directors, Executives, and staff. Responds to various inquiries and complaints. Maintains effective working relationships with all customers.
Trains, supervises, counsels and evaluates the performance of direct reports. Schedules and assigns work, monitors and reviews completed work, directs training and professional development for the above positions.
Manages the day-to-day administrative support services operations (building reception, mail distribution, and business contract records management). Ensures activities of the office are in compliance with legal requirements, agency objectives, policies, procedures and budget. Creates and changes processes to achieve goals and objectives.
Assists the Director of Administration in the preparation of monthly reports and recommendations regarding measures and/or actions necessary for consideration by the CEO and/or Board of Directors.
Compiles, researches and analyzes available information to determine need for various sensitive and confidential actions. Interprets and makes recommendations to the Director of Administration on issues, policies and procedures, while exercising the highest degree of professionalism.
Prepares and administers the division budget and business plan.
Reviews and coordinates all agenda items for assigned Board Committee meetings to ensure proper content and format.
Assists in the preparation of grievance responses. As a website administrator, shares responsibility for creating and managing content on the intranet for Administration Department.
Safely performs other duties as assigned.
Requirements

MINIMUM QUALIFICATIONS:
Five years progressively increasing experience in an administrative role. A Bachelor's degree may substitute for 2 years of progressively increasing experience in an administrative role.
Three years of experience providing administrative support at executive level.
Two years of experience in supervision or leading projects, work groups or teams.
Current Washington Driver’s license
Or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Preferred Qualifications
Transit or public sector administration
Experience working with Board of Directors or elected officials.

ENTRY REQUIREMENTS FOR: KNOWLEDGE, SKILLS & ABILITIES:
Qualification to enter this position requires knowledge of the following:
Modern administrative office functions, operations, practices, procedures and equipment at an executive level.
Public relations techniques.
Problem analysis, decision-making.
Right to privacy and confidentiality.
Supervisory practices and procedures.

Qualification to enter this position requires skill in:
Communication, both oral and written.
Preparing and making presentations to groups, and other public contact.
Operation of modern office equipment, including MS Office suite and computer/keyboarding skills.
Interpersonal relations as relates to coworkers, supervisor, the general public, elected officials, business/community leaders, etc.
Flexibility and the ability to do several things simultaneously.
Attention to detail.
Gather, compile, and analyze research data.
Complex scheduling.
Listen carefully to others, taking time to understand and ask appropriate questions without interrupting.
Demonstrate dependability (e.g. report consistently, and on time, for work, appointments, and meetings).
PHYSICAL REQUIREMENTS

Climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing, repetitive motions.

Medium Work: Exerting up to 50 pounds of force occasionally and/up to 20 pounds 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.

Application and Selection Process:
On-line applications only. A cover letter and resume must be attached.

Applicants who meet the minimum requirements may be scheduled for an interview as well as a variety of tests to demonstrate knowledge and skills for the position. The evaluation process may include interviews, background checks, reference checks and various performance tests.

First consideration date August 20

Community Transit provides a tobacco-free and drug-free work environment. As a recipient of federal funds, Community Transit is an Equal Opportunity employer and does not unlawfully discriminate on any basis prohibited by Federal, State or Local law. We value and encourage diversity in our workforce. EOE AA M/F/Vet/Disability. Qualified applicants national origin, sex protected veteran status or disability.