What are the responsibilities and job description for the Administrative Assistant II - AA 25-21562 position at NavitsPartners?
Job Title: Administrative Assistant II
Location: Everett, WA
Duration: 4-6 Months
Job Description:
As an Administrative Assistant II, you will provide a broad range of administrative, event, and project-related support to department staff. This role involves organizing communication and scheduling for meetings and events, performing complex work assignments, and serving as the subject matter expert in travel coordination while ensuring compliance with established business processes and policies.
Key responsibilities include creating and formatting documents using various software tools, maintaining contract files, handling special projects such as budget book preparation, and overseeing department programs. Additionally, you will act as a liaison between internal and external stakeholders, process requisitions and purchase orders, and provide general administrative support.
Job Duties:
Provide administrative assistance to department staff, including coordinating and scheduling departmental activities, travel, meetings, and events.
Compose and distribute correspondence, reports, meeting minutes, contracts, and other documents using Microsoft Office Suite and other software.
Maintain contract files in accordance with policies and records retention schedules.
Manage special projects and department programs, including workshops, promotional materials, budgeting tasks, awards programs, and uniform programs.
Act as a liaison with internal and external stakeholders, handling communications and directing inquiries appropriately.
Process requisitions and purchase orders while compiling department budget data.
Perform other related duties as required.
Minimum Qualifications:
5 years of recent experience, with at least 3 years handling restricted information.
Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).
Typing accuracy of at least 50 words per minute.
An associate degree in office administration may substitute for up to 2 years of experience.
Equivalent combinations of education and experience may also be considered.
Knowledge Requirements:
Business procedures, correspondence, and records management.
Handling confidential or restricted records.
File management systems and accounting principles.
English grammar, punctuation, and spelling.
Skill Requirements:
Fostering an inclusive workplace that values diversity, equity, and inclusion.
Strong written and verbal communication.
Proficiency in Microsoft Office and other standard office applications.
Handling sensitive issues with tact and professionalism.
Taking and transcribing meeting minutes accurately.
Managing multiple priorities and adjusting to changing tasks.
Strong attention to detail and problem-solving skills.
Ability to work independently and in a team environment.
Quick adaptability to new information and assignments.
Preferred Qualifications:
Previous experience working in a public transit agency.
Familiarity with transit industry policies and procedures.
Experience with budgeting applications and resource coordination.
Experience handling complex scheduling.
Working Conditions:
Hybrid telework may be available at management discretion, depending on job requirements.
Work is performed in an office environment using standard office equipment.
May require movement between office buildings and occasional work in noisy environments.
Occasional lifting and carrying of materials up to 10 pounds.
