Administrative Associate 4

Kitsap Transit • Bremerton, WA

18h

About The Position

Join Our Human Resources Team as an Administrative Associate 4. Under general supervision, performs a full range of advanced administrative and/or technical support to a department, program and/or administrator. This role involves handling confidential and sensitive materials, managing records, preparing correspondence and reports, and coordinating events and projects. The position also serves as a liaison between the department and various internal and external entities, and responds to customer inquiries and complaints.

Requirements

• High school graduation and four (4) years of increasingly responsible administrative/technical experience, or an equivalent combination of education and experience.
• Knowledge of State and Federal laws and regulations related to assigned program or function.
• Knowledge of Kitsap Transit operations, programs, policies and practices.
• Knowledge of Operations, standards, policies and practices of assigned program or function.
• Knowledge of Advanced records maintenance, document processing, financial record keeping.
• Knowledge of Advanced office practices and procedures.
• Skill in Prioritizing, planning and completing projects independently.
• Skill in Handling confidential information with discretion.
• Skill in Monitoring/administering contracts.
• Skill in Creating and maintaining files and records; ensuring databases are up to date, accurate and complies with legislation.
• Skill in Learning multiple software systems.
• Skill in Preparing clear and concise correspondence, complex reports and presentations, spread sheets and technical documents.
• Skill in Statistical analysis of safety and security data.
• Skill in Understanding, explaining, interpreting and administering programs, regulations, procedures and guidelines.
• Skill in Researching and responding to complex problems requiring the application and interpretation of policies, laws, regulations, procedures and guidelines.
• Skill in Communicating effectively orally and in writing.
• Skill in Using personal computers and office software in a Windows-based operating environment.
• Skill in Working independently, using strong analytical and problem solving skills to address problems and tasks.
• Skill in Using public relations techniques in responding to inquiries and complaints.
• Skill in Establishing and maintaining effective working relationships with other Kitsap Transit employees and the public.
• Valid Washington driver’s license for some positions.

Responsibilities

• Provides office and administrative/technical support to a department and/or administrator.
• Receives and determines disposition of confidential and/or sensitive materials (e.g. grievances, employee discipline).
• Receives and screens, responds to and/or refers visitors and phone calls.
• Creates and maintains filing systems and related records.
• Prepares correspondence, memos and reports; ensures accuracy, completeness and conformance of documents with applicable laws, rules and regulations.
• Schedules meetings and makes and coordinates travel arrangements.
• Processes agency safety event reports; monitors all stages of the accident determination and appeals process; serves as liaison for insurance claims agents.
• Maintains databases for safety and security events and audits, employee driver record monitoring, and employee suggestions.
• Plans, organizes and/or coordinates department and/or County wide events, and/or programs (e.g., United Way, Employee Transportation, Guaranteed Ride Home, Advisory Committees).
• Conducts and/or participates in the conduct of on-going and/or special projects (e.g., software implementation).
• Conducts independent research and analysis of statistical data, and prepares a variety of standard and non-standard technical documents (e.g., applications, grants, contracts, lease agreements), requiring the interpretation and application of laws, rules, policies and regulations.
• Attends related meetings; collects and distributes related information; monitors and responds to details; creates and provides required reports.
• Serves on assigned committees (e.g., Safety Committee); provides administrative/staff support as assigned for internal and/or external high-level committees (e.g., Advisory Committees, contract negotiations).
• Serves as liaison between the department and other employees, departments and/or external entities (e.g., tenants and transportation centers).
• Coordinates department and/or agency processes or activities which may include approval or denial of services (e.g., ADA and client eligibility for services), maintaining records, tracking, scheduling, distribution of materials and information, delivery of services and appropriate follow-up.
• Responds to customer inquiries, suggestions and complaints and initiates an appropriate course of action.
• Provides information to others regarding assigned work unit, department, programs and operations.
• Provides information to others requiring interpretation and application of policies, procedures and regulations.
• Prepares service agreements, supplements and amendments; receives bids; completes department purchase requisitions; monitors departmental expenditures; monitors product or service delivery and initiates payment.
• Under direction, handles all administrative aspects of tracking and routing of employee suggestions; receives and monitors Certificates of Insurance; updates and distributes Employee Handbook.
• Prepare, distribute and report items to be replaced and update contact list information for Emergency Response Program backpacks.

Benefits

• Comprehensive Health Benefits: Choose between a PPO or HMO plan to suit your needs.
• Dental and Vision Coverage: Company-paid for you and your dependents for added convenience.
• Paid Time Off: Enjoy a general PTO accrual rate of 6.7693 hours per pay period and paid holidays.
• Insurance Coverage: Life insurance, disability benefits available.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED