Project Assistant- Tacoma Link Light RailLink light rail, Tacoma - Open until filled
Scope of Position
Reporting to the Link Light Rail Operations & Maintenance Manager, the person in this position performs a variety of advanced clerical administrative duties requiring the application of administrative, secretarial, and clerical skills in support of Link Light Rail Operations.
The Project Assistant will work on projects of diverse scope and moderate to intermediate complexity. The Project Assistant interacts regularly with a wide variety of people across the organization and with the public.
Essential Duties and Functions
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 variety of advanced clerical and routine technical, programmatic, and administrative duties requiring the application of administrative, secretarial, and clerical skills in support of Link Light Rail;
-
Serve as primary contact and liaison for assigned functions and programs with other Agency staff, the general public, and outside agencies and organizations; screen office calls, visitors, and mail; provide information and assistance including responding to requests for information and assistance; assist the public and other Agency staff in interpreting and applying Agency policies and procedures; research information related to Agency and departmental policies and procedures.
-
Assist in the coordination amongst the various key players in Link Light Rail by offering support through the scheduling and organization of meetings, travel, reserving of pool cars, and the organization of other Link Light Rail activities.
-
Participate in the preparation of reports that present data, identify alternatives, and make and justify recommendations.
-
Assist the Operations and Maintenance Manager in the coordination and compilation of annual budget; monitor approved budget accounts; monitor contractual expenses; monitor and advise the Operations and Maintenance Manager regarding budgetary expenditures and support the Assistant Manager as directed.
-
Process invoices, contracts, work orders, change orders, purchase order numbers, check requests, and requisitions for the Link Light Rail Division; coordinate the resolution of contract and invoice issues with accounts payable and contracts functions; ensure vendor invoices and change order files are accurate and up-to-date including having correct account codes and appropriate approvals; ensure new vendors have completed required new vendor information form.
-
Type and proofread a wide variety of reports, letters, memoranda, correspondence, 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.
-
Identify the procurement needs of the Link Light Rail Division and purchase office supplies as needed.
-
Maintain calendar of activities, meetings, and various events for assigned projects, programs, and staff; coordinate activities with other Agency departments, the public, and outside agencies. Schedule meetings for the Operations and Maintenance Manager, including reserving rooms, securing outside meeting facilities, and reserving fleet vehicles for official staff use.
-
Make arrangements and provide administrative support for staff travel on official business.
-
Operate a variety of office equipment including copiers, facsimile machine, and computer; utilize various computer applications and software packages (Microsoft Word, Excel, and Microsoft Office PowerPoint); enter data; manage assigned database (such as Microsoft Access); maintain and generate reports from a database or network system.
Knowledge, Skills and Abilities
The requirements below are representative of the knowledge, skill and/or ability required.
-
Ability to write clearly, synthesize research materials, and produce concise documents.
Ability to write clearly, synthesizes research materials, and produce concise documents.
-
Ability to work in a fast-paced environment, to multi-task, and to maintain confidentiality regarding sensitive subject matter.
-
Ability to respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility.
-
Ability to work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
-
Ability to exercise independent judgment under the direction of the Operation and Maintenance Manager when making lower level decisions regarding the Start-up Budget and the Link Light Rail Schedule.
-
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications (Microsoft Word, Excel, Microsoft Office PowerPoint, and Microsoft Access).
-
Typing and data entry.
-
Possess a positive customer service orientation for interactions with internal and external clients.
-
Ability to interpret the needs of the Operations and Maintenance Manager and make informed lower-level decisions in his/her absence on how to proceed with requests from both inside and outside of the agency.
-
Ability to develop a general understanding of what is involved in Start-up activities for Link Light Rail.
-
Possess strong interpersonal techniques and a consistent commitment and ability to work with diverse work groups and individuals.
Education and Experience
Related experience may substitute for education on a year for year basis.
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?
|
