Transit Administrative Support Specialist III

About Metro Transit’s Mobility Services Mobility Services operates in the Contracted Services section of King County Metro Transit and provides many public transportation services beyond traditional Metro bus service.  Established services fill transportation gaps and include public rideshare (Vanpool) and community-based and flexible services (DART, CAT, Community Van, and Metro Flex). Mobility Services partners with jurisdictions, schools, employers, neighborhoods, and community groups to provide innovative services bringing service to areas of King County without the infrastructure, density, or land use to support traditional Metro bus.

Mobility Services is seeking a self-motivated individual with office administration experience, good judgement, and an eye for accuracy to provide administrative support to the Mobility Services Supervisor and staff on the Mobility Services (MS) and Finance & Performance (FP) work teams throughout Contracted Services (CS).

There are four core task area expectations for the Transit Administrative Specialist III position in Mobility Services which include 1) office administration, 2) fiscal control, 3) customer service and 4) clerical duties, detailed below.

This position reports directly to the Supervisor of Mobility Services and provides administrative support needs for staff in Mobility Services and Finance Performance (FP) which includes approximately 42 positions representing five distinct Local 17 contracts. Mobility Services staff work in a hybrid environment including telecommuting and on-site at King Street Center (KSC) in Seattle and the Vanpool Distribution Center (VDC) in Redmond.

This position requires reporting in-person to KSC office several days per week to provide temporary duty training and oversight, receipt of goods, general office coordination and mail processing. This position will also provide backup support for the Contracted Services Administrator I, during absences.

Applying equity and social justice principles that exemplify shared values, behaviors, and practices to all aspects of the work is a daily responsibility and a foundational expectation for all King County employees. As the TASS III, you will be responsible for:

Office Administration – Office Oversight

• Maintain confidential manual and automated records including personnel files, contract timelines, payroll, Peoplesoft HR data; track hire dates, probation timelines, automatic step increases and temporary staff.
• Utilize Peoplesoft templates to create and track Personnel Change Notices (PCN) and Personal Data Changes. Monitor when PCN needs to be submitted and determine correct coding to reflect employee pay and/or benefits. Initiate, process and track.
• Responsible for scanning personnel documents into LaserFiche and Content Manager, adding retention schedules, and following established naming conventions.
• Maintain Master Files, program contracts and other files.
• Maintain Records Retention system.
• Prepare all Oracle requisitions for approval and track Material Receipts.
• Process In-office mail, order supplies, receive packages, and distribute them.
• Help keep staff aware of administrative requirements.

Fiscal Control

• Utilize Oracle Financials as designated buyer, requisitioner and materials receipt process including communications with vendors and suppliers.
• Research and reconcile receipts, work invoice discrepancies with Accounts Payable and vendors.
• Create Oracle requisitions and receive the receipt of goods purchased on-line. Determine correct project, cost center, and account numbers to charge purchases and submit to MS Supervisor for approval.
• Serve as the cardholder for purchase card (P-Card). Make purchases, process weekly expense reports, and obtain, retain and reconcile all purchase transaction documentation in compliance with the P-Card Policies and Procedures. Distribute P-Card Purchase forms through DocuSign, and support personnel in form completion, as needed. Manage office supplies, supply inventory and budget tracking for office and telecommuting staff.
• Enter staff time in PeopleSoft weekly and process payroll every two weeks.
• Upload PS reports to Content Manager. Distribute reports to senior staff

Customer Service

• Maintain detailed information in Confidential Personnel Files.
• Provide responses to customers and staff over the telephone, via email, in writing and/or in person.
• Act as liaison for all office management needs or concerns with staff, internal departments, or vendors.
• Coordinate payroll issues for staff.
• Facilitate UPS, delivery, and messenger service needs of staff.

Clerical Duties

• Responsible for scanning documents into Content Manager, adding retention schedules, and following established naming conventions.
• Train and provide oversight to Transitional Duty Assistance (TDA’s) hired to provide supplemental support for this scanning and other Clerical duties as assigned.
• Process mail and FAX documents by date stamping and attaching related correspondence or information before forwarding to staff. Respond to mail when appropriate; identify priority and time sensitive matters; and maintain security and confidentiality.
• Provide office phone coverage 8:00 AM – 5:00 PM weekdays and coordinate phone coverage for CS Manager and Access.

Other Duties as Assigned.

We are looking for candidates who meet the following minimum qualifications:

• Three years of experience providing administrative support, including: schedule management, routing decision memos, and tactfully keeping tasks moving.
• Three years of customer service experience including demonstrated ability to work with diverse groups of internal and/or external customers in person, via telephone and e-mail, and ability to maintain an appropriate level of confidentiality.
• One year of demonstrated experience with accounts payable operations including charge coding and tracking by project and budget charge reconciliation for multiple projects using Oracle EBS or similar.
• Clear communicator both verbally and in written form.
• Demonstrated high proficiency using Microsoft Word, Excel, Outlook and Teams.
• Demonstrated ability to work independently to coordinate diverse and competing priorities in a sometimes-ambiguous work environment.
• Demonstrated ability to take initiative, navigate systems and processes to get things done, and proactively assisting others.
• Demonstrated ability to use sound judgement and diplomacy in making independent decisions.
• Ability to stay organized and detail oriented without losing sight of the big picture.

Desirable Qualifications

• Experience with PowerPoint, SharePoint, OneDrive, PeopleSoft (or similar), Content Manager / LaserFiche (or similar).
• Working knowledge and proficiency using online meeting platforms such as Zoom, Google Meet, GoToMeeting and others.
• Working familiarity with converting files to DocuSign.
• Experience with payroll and timekeeping functions, ensuring timely and accurate payroll processing and tracking FMLA/KCFML/Paid Parental Leave usages and time balances.
• Experience with travel booking software such as SAP Concur.
• Working knowledge of Mobility Services programs and services.
• Experience making authorized purchases via P-Card or company card.

Required Application Materials 

1. An online employment application
2. Resume 
3. Cover letter 
4. Answers to all supplemental questions

Applicants will be screened for competitiveness, completeness, and written communication skills. The most competitive candidates may be invited to participate in testing and one or more interviews. Final offers are contingent on successful completion of reference checks and/or file review. Current Career Service represented TASS III and applicants in this bargaining unit will receive first consideration.

Work Location 

The work associated with this position will be hybrid with a combination of teleworking and onsite work as needed. The office location is at King Street Center (201 S. Jackson St., Seattle, WA). Employees must reside in Washington state and within a reasonable distance of their King County worksite to respond to workplace reporting requirements.

Work Schedule 
The work week is normally 40 hours, Monday through Friday. Alternative work schedules may be possible. This position is non-exempt from the provisions of the Fair Labor Standards Act, and therefore is eligible for overtime pay.
  
Union Membership: PROTEC 17
 
Job Code: 421801
    
To Apply
If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact: Sianna Weicuss, sweicuss@kingcounty.gov
  
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Salary : $62,566 - $79,331