Administrative Assistant - Public Transit (restricted info)

Hi, this is Kanupriya from Navitas Partners. I’m reaching out about an Administrative Assistant II role with one of our clients. They’re looking for candidates with 5 years of experience (3 years handling restricted info), preferably in a public transit agency, and familiarity with transit policies, budgeting apps, and office admin. An associate degree can substitute for up to 2 years of experience. Let me know if you're interested!

Job Title: Administrative Assistant II

Location: Everett, WA

Duration: 4-6 Months Contract Role

Job Description :

As an Administrative Assistant II, you will provide a wide range of administrative, event, and project-related support to department staff. You will organize communication and scheduling for department meetings and events, perform complex work assignments, and act as the subject matter expert in travel coordination while ensuring compliance with agency business processes and policies.

Your responsibilities include creating and formatting documents using various software tools, maintaining contract files, handling special projects such as a portion of the budget book, and overseeing department programs. Acting as a liaison, you'll engage with internal and external customers, process requisitions and purchase orders, and similar duties as needed.

Job Duties:

Provide administrative assistance to the department staff. Coordinate and schedule departmental activities, including travel, meetings, and other events.

Compose and distribute correspondence and documents using various software applications. Documents may include technical and financial reports, meeting minutes, contracts, grant applications, graphs, statistical analyses, and memos.

Maintain contract files according to agency policies and records retention schedules.

Manage special projects and department programs, including workshops and events. Your role includes preparing promotional materials, assembling budget workbooks, overseeing an awards program, and managing a uniform program. Use creativity and organizational skills to ensure the success of these initiatives.

Act as a liaison for the department with internal and external customers. Handle initial screening of communications, discern relative importance, direct calls, and relay messages.

Process requisitions and purchase orders and compile department budget data.

Perform other duties of a similar nature or level.

Minimum Qualifications:

5 years of recent experience, with at least 3 years of experience handling restricted information.

Demonstrated skill with Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).

Typing accuracy at 50 wpm.

An associate degree in office administration may substitute for up to 2 years of experience.

An equivalent combination of education and experience to successfully perform the job duties is also accepted.

Knowledge Requirements:

Business procedures, correspondence, minute taking, record management, and handling confidential or restricted records.

Records and file management systems.

Understanding of accounting rules.

English grammar, punctuation, and spelling.

Skill Requirements:

Fostering an inclusive workplace by valuing and leveraging diversity, equity, and inclusion to uphold Values and achieve the organization's vision and mission. Inspiring and fostering team commitment, pride, and trust. Facilitating cooperation and motivating team members to accomplish group goals while treating others with courtesy, sensitivity, and respect .

Excellent verbal and written communication.

MS Office and standard office applications, such as scheduling, email, Word, Excel, and database software.

Handling sensitive issues with tact and professionalism.

Taking and transcribing meeting minutes.

Managing multiple tasks simultaneously and effectively and adjusting to changing priorities.

Interpersonal skills for interacting with coworkers, supervisors, and the public.

High attention to detail in working with sensitive data.

Strong problem-solving skills and good judgment.

Working well both independently and in teams.

Working proactively, by anticipating priorities.

Quick to grasp new information and take on new assignments.

Preferred Skills and Knowledge:

Previous experience working with a public transit agency. Familiar with transit industry policies and procedures.

Previous experience using various applications for budgeting and other functions.

Previous experience coordinating and optimizing resources.

Experience handling complex scheduling.