Term Limited - Administrative Assistant - Parts

Community Transit•Everett, WA

34d•$59,232 - $88,848•Onsite

About The Position

Under general supervision, this term-limited position delivers essential administrative, fiscal, and operational support to the Parts Inventory Manager. Serving as the central administrative hub for the Parts division at the Kasch Park location, this role also provides supplementary support to Vehicle Maintenance personnel as needed. The position facilitates departmental accounting processes, manages represented staff timekeeping, and assists with processing warranty claims. It acts as the vital link between Parts, vendors, and Accounts Payable, ensuring accurate financial exchanges and maintaining strict compliance with agency policies and labor agreements. This is a term-limited assignment with a minimum duration of 12 months, potentially extendable up to an additional 12 months based on organizational needs and funding. Appointment does not guarantee continued employment beyond the term-limited assignment or appointment to a regular position.

Requirements

3 years of general administrative experience, or an associate degree in office occupations, business, or a closely related field may substitute for 18 months of this experience.
A bachelor’s degree in business administration, or a directly related field may substitute for 3 years of experience.
2 years of experience performing highly detailed work involving sensitive or privileged information.
Proficiency with Microsoft Office tools.
An equivalent combination of education and experience to successfully perform job duties is also accepted.
General office procedures, practices, and etiquette.
Grammar, punctuation, and spelling.
Customer service techniques.
Procedures for handling sensitive or confidential documents.
Fostering an inclusive workplace by upholding Community Transit’s core values in support of the organization’s vision and mission.
Inspiring team commitment, pride, and trust while promoting cooperation and motivating members to achieve shared goals.
Demonstrating courtesy, sensitivity, and respect in all interactions.
Time management, multi-tasking, and adjusting to changing priorities.
Data Management and organization skills.
Critical Thinking. Using logic and reasoning to approach problems.
Effective written and oral communications that are timely, relevant, concise, and clearly outline necessary actions.
Public speaking and presenting.
Attention to detail.
Working cross-functionally.
Providing good customer service.
Learning new assignments quickly.
Exercising good judgment, discern when to take problems to a higher authority for resolution or guidance.

Nice To Haves

Database functions
Familiarity with business accounting standards.
Process improvement skills.
Experience organizing in-person, Zoom or Teams Meetings

Responsibilities

Perform a wide range of duties critical to maintaining and processing invoices and verifying receipts for pre-approval.
Resolve discrepancies and ensure transactions are recorded to agency standards.
Track credits and returns.
Review and update BPO/CPO records, process PeopleSoft requisitions, and reconcile the monthly P-Card statement.
Provide basic, on-site administrative support to Parts staff at Kasch Park (WH2 and WH3), while serving as a secondary support resource for the Vehicle Maintenance division as needed.
Maintain office supplies for the area.
Manage communications and meeting documentation, including notetaking and support for follow-up actions.
Serve as a backup to the Sr. Coordinator of the Parts sub-division in duties such as travel coordination (authorizations, arrangements, expense claims), maintaining Automotive Service Excellence (ASE) credentialing and assigned location uniforms, and submitting/managing Parts specific facilities work orders.
Support Parts Inventory Manager in developing the annual budget, monitoring expenditure, and forecasting funds needed for staffing, equipment, materials, and supplies.
Assist Parts Inventory Manager or Designee by collecting, researching, and analyzing procurement information.
Oversee audit and contract compliance.
Monitor contract pricing, service requirements, and maintain quote files.
Perform other duties of a similar nature or level as assigned, including supporting Accounts Payable data entry and filing annual archives.