| Opportunity Number: | 25698635 | | Company Name: | Sound Transit | | Location: | Seattle, WA US | | Category: | Clerical & Administrative | | Salary: | DOE | | Minimum Education: | High School Diploma | | | Updated: 9/2/2010 |
Senior Administrative Specialist
| Categories: Financial Clerk, Office Clerk, Secretaries
Sound Transit
Senior Administrative Specialist
Finance and Information Technology
Under general supervision, provides the full range of general administrative support and office management support work to the Accounting, Budget, Grants, and Treasury divisions of the Finance and Information Technology department, reporting to the Controller. This position requires the application of specialized technical/administrative knowledge and the exercise of some initiative, independent judgment and decision making within defined guidelines; it is distinguished from the lower level Administrative Specialist in that the major duties performed are more administrative in nature and include operational, financial and analytical duties.
Examples of Duties:
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
In area of assignment:
??Coordinates the administrative support functions for the assigned division managers and leads; coordinates office processes; creates requisitions and check requests; coordinates the Division credit card and reporting processes; produces letters; monitors and maintains office equipment; submits 360 tickets, placing orders when needed; and creates requisitions, orders supplies and sorts and distributes mail daily.
??Provides project and meeting coordination support; prepares appropriate materials for meetings such as agendas and staff reports; provides research and analytical support of assigned projects, programs and functions; provides follow-up information; performs project tracking as assigned; and develops and oversees department space plan.
??Provides Division level administrative support and office management to division managers and Leads in the Department; oversees the department and Agency policies and procedures and ensures there is a well managed and organized/functional office environment; tracks, monitors and develops department budgets; prepares written correspondence and department reports; schedules meetings; and coordinates a variety of other administrative functions within the department division.
??In support of the Treasurer proof and gather documentation for the Official Bond Statement; file disclosure material for bond compliance; support ORCA fiscal agent function.
??In support of Grant?s Administration provide grant application development support; file quarterly grant progress reporting to federal funding agencies; assist in preparation for federal compliance audits by document gathering, meeting organizing and reviewing and preparing responses to audit questions.
??In support of the Director of Budget, Finance and Planning, assist with new position/hire process administration, staff budget entry, initial budget review and identify variances; in the annual budget process support with document control and management, review budget document before publication.
??In support of the Controller: track agreements in the Agreement Tracking System; assist in the distribution of monthly financial reports; document control and management for the annual financial statements; (other??)
Typical Qualifications:
Education and Experience:
Completion of a High School Diploma/GED and four years of experience providing administrative support functions for a manager/director or similar level in a large department or complex program/project of an organization that includes preparation of presentations and executive level communications, coordinating administrative support functions such as schedules, budget/procurement, and special projects; OR an equivalent combination of education and experience.
Required Licenses or Certifications:
None.
Required Knowledge of:
??Operational characteristics, services, and activities of assigned functions, programs, and departmental operations.
??Work organization and office management principles and practices.
??Principles and practices of fiscal, statistical, and administrative research and report preparation.
??Customer service and public relations methods and techniques.
??Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases.
??Principles and practices used in establishing and maintaining files and information retrieval systems.
??Communication techniques and strategies to facilitate responding to inquiries and routing calls and customers to the appropriate staff member.
??Administrative practices for office management.
??Basic mathematical principles.
??Methods and techniques of proper phone etiquette.
??Principles of business letter and report writing.
??Principles and procedures of record keeping.
??English usage, spelling, grammar, and punctuation.
Required Skill in:
??Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports. Expert word processing skills with experience in creating and maintaining financial reports.
??Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups and the general public.
??Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.
??Understanding the organization and operation of the Agency and of outside agencies as necessary to assume assigned responsibilities.
??Applying principles and practices specific to divisions supported-Accounting, Treasury, Budget, Grants and Internal Audit.
??Demonstrating a positive customer service orientation with both internal and external clients.
??Researching, compiling, analyzing, and interpreting data.
??Preparing clear, concise reports, correspondence and memoranda.
??Implementing and maintaining filing systems.
??Planning and organizing work to meet changing priorities and deadlines.
??Applying appropriate oral and written communication techniques to various individuals.
??Working cooperatively with other departments, Agency officials, and outside agencies.
??Interpreting and applying applicable federal, state, and local policies, laws, and regulations as it pertains to assigned area.
Supplemental Information:
Physical Demands / Work Environment:
??Work is performed in a standard office environment.
??Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.
The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.
It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.
Apply online:
http://www.soundtransit.org/Working-With-Us/Jobs.xml |
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