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Administrative Assistant

Contracts - Close Date: Open Until Filled

Scope of Position
Performs a variety of secretarial, advanced clerical, and routine administrative work of a general or specialized nature in support to the Contracts Division; types a variety of documents and correspondence; maintains a variety of files and records; processes requisitions, invoices and change orders; receives, routes, and distributes incoming and outgoing mail; assists other divisions as needed on special projects; and provides information and assistance to other Agency staff and the general public regarding assigned programs, policies, and procedures.

The following reflects a representation of position’s essential functions. It does not prescribe or restrict the tasks that may be assigned as needed.

• Perform a wide variety of advanced clerical, and routine technical and administrative duties requiring the application of specific program knowledge and administrative, secretarial, and clerical skills ins support of an Agency department, division, program or project; assume responsibility for specific program area duties; provide assistance in administrative and operating programs as assigned.
• Serve as primary contact and liaison to provide information and assistance for assigned functions to Agency staff, vendors, contractors, outside agencies and organizations; review, process, correct and close requisitions, purchase orders, change orders, check requests; review, update and maintain vendor W-9 records and financial system Vendor Address Book.
• Verify and review materials, applications, records, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports; collect and process appropriate information.
• Perform a variety of general bookkeeping and clerical accounting and contracting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintain a variety of accounting records, logs, and files.
• Type and proofread a wide variety of reports, letters, memoranda, correspondence, contracts, agreements, agenda items, statistical charts, and other documents and material; type from rough draft, verbal instruction, or transcribing machine; independently compose documents related to assigned area of responsibility.
• Screen office calls, visitors, and mail; provide information and assistance including responding to requests for information and assistance; research information related to Agency regulations and office policies; refer callers to proper authority; assist the public and other Agency staff in interpreting and applying Agency policies and procedures; may sort and distribute mail.
• Establish and maintain various filing systems, schedules, and records; file correspondence, reports, and bulletins; log reports, applications, and/or telephone calls; maintain records related to specific area of assignment.
• Operate a variety of office equipment including copiers, facsimile machine, and computer; utilize various computer applications and software packages; enter data; maintain and generate reports from a database or network system; input, maintain, and utilize data to develop reports using spreadsheet software; create, format, and revise charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing, desktop publishing, and other computer applications; organize and maintain disk storage and filing.
• Ensure that all required supplies are available as needed and that the facility and equipment are in proper working order; maintain and order office supplies.
• As assigned, arrange and coordinate meetings; prepare agendas and correspondence; attend meetings and take, transcribe, and assure proper distribution of minutes.
• May make presentations and represent the assigned agency department, division, program or project to other Agency staff and/or throughout the community.
• Perform related duties as required.

Qualifications
The requirements below are representative of the knowledge, skill and/or ability required.

• Demonstrated ability to perform a high level to mid-level administrative/management support, requiring the ability to understand and articulate business policy, technical and/or industry concepts to assist others.
• Strong organizational, logistical and scheduling skills.
• Excellent written and verbal communication skills.
• Excellent proofing and editing skills.
• Positive customer service orientation, with both internal and external clients.
• Ability to learn and adjust to rapidly changing priorities.
• Must be proficient in MS Word, Excel and other MS Office applications.
• Initiative and independent judgment within defined procedures and practices required.
• Ability to maintain substantial levels of confidentiality required.
• Strong interpersonal skills required, demonstrating a consistent commitment and ability to work with diverse work groups and individuals.
• Familiarity with JD Edwards/Oracle E1 software desired

Education and Experience
Related experience may substitute for education on a year for year basis.

• Associates Degree in a professional/technical discipline and
• 3-5 years of progressively responsible experience in administrative support work.

How to Apply
Expressions of interest should include a cover letter, resume and Sound Transit application.  Please submit application, resume and cover letter in person, by mail or email:

The Central Puget Sound Regional Transit Authority - Sound Transit
ATTN: Human Resources Division
401 S. Jackson St
Seattle, WA 98104

recruit@soundtransit.org

Sound Transit is an equal opportunity employer. We place a high value on, and are committed to, diversity within our organization and leadership. How to Apply?