Overview: Under general supervision, helps ensure successful progress of Community Transit Training and Development initiatives through support of department staff and management. Provides confidential administrative support and assistance to department staff. Performs complex work assignments and is the subject matter expert in budgeting and business planning and travel coordination, ensuring compliance with agency business processes and policies. Manages the Safe Driver Award Program. Organizes communication and schedules for department meetings and events, acts as liaison for the department with internal and external customers.
Essential Duties:
- Manages the Safe Driver Award Program. Coordinates, prepares, processes and tracks Training division administrative functions of the agency Safe Driving Policy including preventability determination notifications, post-accident training notifications, past due attendance notifications, and closes out events in the Risk Management tracking program.
- Provides confidential administrative support to the Training and Staff Development Division including meeting scheduling and support, composing, formatting, word processing, and printing a variety of department specific correspondence and documents; supports to individual training programs; is division Interact SME.
- Administers, assists, or supports other Training division projects or programs and duties as necessary.
- Coordinates, prepares, and processes division budget and business planning efforts including annual budget activities, division purchasing (including invoice processing, One Card reconciliation, contracts and associated purchase orders) and budget tracking. Conducts budget research in anticipation of annual budget activities or in response to requests.
- Coordinates and facilitates division meetings, retreats, and various academy graduation activities; this includes participants, rooms, budget, notifications, and tracking expenditures.
- Coordinates, facilitates, and processes division records management activities related to agency policy, retention schedules, training content, and employee records.
- Creates, maintains, and presents division data information and data outcomes. This duty is the culmination of many of the activities listed in other duties.
- Processes the requests to attend (RTA) for the Training division as the Travel Coordinator. Administers the Tuition Reimbursement Program by approving submissions for final approval, maintains records, and assists employees in participation in the program. Champions employee participation through sourcing additional funding (scholarships and grants) tracking completion, sending notification of completion/graduation, tracking participant feedback, advertising of programs and resources for these learning opportunities.
- Coordinates, maintains, and administers agency laptop lab resources including monitoring program and equipment functionality, availability and scheduling, utilization of laptops, and peripheral devices. Coordinates, facilitates, and processes division physical asset audit.
- Safely performs other duties as requested.
Requirements: Minimum Qualifications
- Five years of experience in an administrative support role.
- Demonstrated skill with Microsoft Office Suite of programs.
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Preferred*
- Experience with Smartsheet
- Experience with Tableu
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Entry Requirements for: Knowledge and Skills*
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Qualification to enter this position *requires knowledge* of the following: *
- General Business operating and software systems including: Windows, Microsoft Office
- General Principles and Practices of Project Management, time management and/or priority setting
- Record and file management systems.
- Grammar, punctuation, spelling.
- Business procedures; correspondence, record management, handling confidential, sensitive and privileged information.
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Qualification to enter this position *requires skill* in: *
- Dealing with sensitive issues with tact and professionalism.
- Taking and transcribing meeting minutes.
- Work organization and time management to meet deadlines.
- Effective communications, customer service and interpersonal relations as applied to interaction with coworkers, supervisor, the general public, etc.
- Working with highly detailed and confidential data.
- Problem solving and good use of judgement.
- Working will both independently and in teams.
- Remaining adaptable to rapidly shifting priorities.
- Learning new assignments quickly.
- Speaking, reading and presenting ideas in English.
- Records and project management.
- Synthesizing information and making recommendations within established policy and procedures.
Proficient Performance Requirements for Knowledge and Skills
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Qualification to fulfill the full range of this position’s duties requires the following *knowledge, which may be gained or further developed after entering the job:
- Knowledge of Community Transit functions, policies and procedures.
- Knowledge of adult learning concepts and methodologies.
- Knowledge of training creating and delivery concepts.
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Qualification to fulfill the full range of this position’s duties requires the following *skills, which may be gained or further developed after entering the job:
- Community Transit applications, budgeting and department software programs.
- Coordinating effectively utilizing available resources.
- Building rapport and maintaining long term relationships.
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Physical Requirements*
Fingering, grasping, feeling, talking, hearing, standing, seeing, sitting, repetitive motions, pulling, lifting, carrying, climbing, stooping, kneeling, crouching, reaching, standing, walking and pushing.
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Sedentary Work*:
Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, 25 pounds of force seldom, and/or up to 10 pounds of force constantly to move objects.
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Application and Selection Process: *
- On-line applications only. Resume, cover letter and completed application requried.
- 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 check, reference checks and various performance tests. Candidates from this recruitment may be considered for other similar positions for up to 6 months.
Effective January 1, 2022, all new employees must provide proof of fully vaccinated status on or before their first workday. People are considered fully vaccinated two weeks after their second dose in a two-dose series or two weeks after a single-dose vaccine.
If you have a family member, or share the same living quarters of a current Community Transit employee, please let your Employee Engagement Recruiter know as your eligibility for this position will be affected.
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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 will receive consideration for employment without regard to their race, color, religion, national origin, sex, protected veteran status or disability._
Location: MCOB,7000 Hardeson Road, Everett, WA 98203
Job Type: Full-time