Administrative Records Specialist

Priority given to applications received by Wednesday, March 6, 2024, at 9:00 pm PST.

Please attach a resume and cover letter to the application. The cover letter will be attached to the same location as the resume. Your cover letter should address why you are interested in this position and what makes you a good fit for this role. 

In-person interviews are tentatively scheduled to be held on Wednesday, March 20, 2024. Please plan to be available.

COMPENSATION: 2024 Rates

• The starting pay range is $69,864.00 - $73,368.00. Placement upon hire will be evaluated based on the candidate's years of relevant experience. Full budgeted pay range for this position is $69.864.00 – $89,208.00.

WTA's Executive Administration team is ready to welcome an Administrative Records Specialist with an emphasis on public records requests, records management, and administrative support.  A new team member is needed to augment capacity in these areas of increasing activity.

JOB SUMMARY: 

The Administrative Records Specialist is a confidential position performing advanced administrative, program support, and recordkeeping duties requiring relevant skills, experience, and knowledge of departmental and company policies and practices. This position also performs day-to-day administrative duties, including clerical and project-based work to support the Executive Department and WTA leadership, including the Board of Directors. The Administrative Records Specialist builds and maintains effective and cooperative relationships with other departments and staff to achieve common WTA goals.

ESSENTIAL JOB FUNCTIONS:

1. Serves as the designated alternate to the Public Records Officer; as assigned, leads in processing public records requests under limited supervision.
2. Handles and reviews confidential agency records including records related to collective bargaining, employee discipline, personnel and medical files, records under attorney/client privilege.
3. Creates, edits, reviews, and maintains agency documents including confidential information.
4. Serves as a note taker, transcribing, editing, and distributing meeting minutes. May be assigned to take minutes for the WTA Board of Directors, Executive Staff meetings, and Collective Bargaining sessions as needed. 
5. Pull and review agency video content as needed and according to agency rules and applicable collective bargaining agreement.
6. Performs a variety of clerical and administrative duties to support the Executive Administration Department and the Board of Directors such as word processing, data compilation, spreadsheet construction and manipulation, copying, and filing.
7. Responds to inquiries from staff and the public received via phone, mail, and/or email or routes them to appropriate staff.
8. Organizes, maintains, and archives paper and electronic documentation per established retention schedule and procedures.  Assists with developing and improving document templates.
9. Assists with the procurement process within the department, including processing requisitions and invoices.  Assists with the monitoring of the department budget.
10. Monitors and orders departmental office supplies.
11. Assists with managing calendar appointments and scheduling meetings.
12. Assists with making travel arrangements for Executive Department staff.
13. Serves as an administrative liaison with internal and external customers.
14. Aids the Executive Assistant II / Clerk of the Board in supporting the administrative needs of the General Manager, the Executive Team, and the Board of Directors.
15. Serves as designated alternate to the Executive Assistant II / Clerk of the Board and may assist other administrative team members with various duties.
16. Meets deadlines and manages departmental tasks.
17. Coordinates special projects as assigned.

Additional JOB FUNCTIONS:

1. Assists with organizational and department event planning and execution, as assigned.  Makes occasional deliveries/pick-ups.
2. Serves on interdepartmental committees, as assigned.
3. Receives ongoing training on issues related to the position (e.g., Public Records Act, Open Public Meetings Act, Records Management, etc.).

QUALIFICATIONS:

Knowledge of:

• Modern office procedures, methods, and equipment.
• Business writing and editing.
• Complex filing and recordkeeping processes.
• Intermediate mathematical concepts.
• Microsoft Office software platform, with intermediate to advanced proficiency in Word, Excel, PowerPoint, and SharePoint. 
• English language, grammar, and punctuation. 

Ability to:

• Prioritize multiple tasks and perform tasks in an accurate manner; meet deadlines consistently.
• Keyboard at intermediate to advanced level.
• Maintain confidentiality.
• Communicate effectively, both orally and in writing.
• Work effectively with co-workers at all levels of the organization, as well as people affiliated with other organizations.
• Manage time well and work under pressure situations and deadlines.
• Ability to understand and apply WTA and Departmental policies and procedures and collective bargaining agreements.

WORKING CONDITIONS, TOOLS, AND EQUIPMENT:

Duties performed primarily in an office environment but also require driving or traveling to meetings, seminars, etc., usually within Washington State.  Typical office equipment used to accomplish job tasks includes a computer, printer, telephone, photocopier, and calculator.

Education and Experience:

• High School diploma or equivalent - required.
• Successful completion of an applicable community college or trade school business program - preferred.
• Three (3) years' experience in a similar administrative-support capacity - required.
• Three (3) years' computer experience with at least one year at advanced level using Microsoft Suite and software platforms.
• Other combinations of education and experience which would provide the applicant with the desired skills, knowledge, and ability required to perform the job may be considered.

Licenses and Certificates:

• Valid Washington State driver's license at time of hire in order to operate WTA vehicles.
• Willingness and ability to obtain certification as a Certified Public Records Officer required.  Training will be provided.
• Obtaining Professional Administrative Certification of Excellence (PACE) is encouraged.  Training is available at the agency's expense.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly sit, talk, listen, and use hands.
• Frequently stand and walk.
• Occasionally reach with hands and arms, stoop, kneel, crouch or crawl and lift or move up to 30 pounds.
• Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Hearing capacity sufficient to communicate effectively with telephone callers, including those with speech or hearing difficulties of their own.
• Ability to move between upstairs and downstairs numerous times a day, using stairs or elevator. 

SPECIAL REQUIREMENTS:

Participation in the WTA's Drug and Alcohol Abuse Prevention Program is a requirement of employment which includes reasonable suspicion drug and alcohol testing. A background check will be conducted to include criminal records and driver's record. Additionally, due to the nature of this position, a credit history check will be performed.