Administrator I, Market Innovation

King County•Seattle, WA

3d•Hybrid

About The Position

The Market Innovation Section is hiring an Administrator I. The Market Innovation section is a work group within the Mobility Division at King County Metro. In this role you will directly support 45+ project managers with their daily work with our vendors that help in providing diverse services that help our agency to expand ORCA card business needs, access to transit options, compiling research, creating innovative mobility options, transit fare management, and much more. This position also provides high-level administrative and operational support to the Managing Director and the Market Innovation Section. The role serves as a key point of coordination for daily business operations, communications, scheduling, procurement, payroll, and financial tracking activities. We are looking for candidates with strong organizational skills, sound judgment, discretion in handling confidential information, and the ability to build effective working relationships with internal and external partners while delivering exceptional customer service.

Requirements

1 – 2 years of related experience providing administrative support to a large number of high performing staff members in a fast-paced environment; OR an equivalent background of education and/or experience.
Able to use good judgment in making independent decisions with a high degree of tact and diplomacy.
Customer focused, and able to work with diverse groups of customers in person, via telephone and e-mail, while maintaining an appropriate level of confidentiality.
Excellent verbal and written communication skills including proof reading.
Intermediate-level software skills with the Microsoft Office Suite (Excel, PowerPoint, Outlook, Word, Teams, DocuSign, Zoom, SharePoint and other Windows-based software systems a plus.
Proactively able to coordinate a high volume of diverse assignments- managing multiple competing priorities, while maintaining attention to detail.
Understanding of large organization dynamics and how to get things done through formal and informal channels.
Flexibility and adaptiveness, while working in a multi-faceted and sometimes ambiguous environment.
Confidentiality with sensitive information and/or inquiries about sensitive topics from staff or others.

Nice To Haves

More than 2 years of related experience providing administrative support to a large number of high performing staff members in a fast-paced environment; OR an equivalent background of education and/or experience.
Experience with PeopleSoft or other similar payroll and time-keeping software.
Experience with administrative policies and procedures in a government setting.
Experience with Concur Travel Software or other similar software.
Understanding of union contracts and grievance tracking systems.
Knowledge of Oracle or other similar financial software.
Experience with purchasing, procurement and contract and vendor management.
Experienced in providing senior level administrative support to managers.
Experience managing projects from planning to completion, including organizing tasks, tracking deadlines, and coordinating with cross-functional teams.

Responsibilities

Be the delegated authority to independently handle many daily administrative support duties for and on behalf of the managing director.
Serve as a liaison between the managing director, internal and external groups or individuals.
Organize and schedule meetings/events/equipment/facilities, develop materials, and prepare documents for signature using the Docusign software.
Use independent judgment to screen telephone calls, emails, and inquiries while providing exceptional customer service.
Maintain confidentiality while earning the trust and respect of co-workers through honesty, integrity, and professionalism in all interactions.
Process payroll and accounts payable operations; including budget charge coding, tracking by project and reconciliation for multiple projects in the Oracle software system.
Prepare forms required for personnel transactions, requisition forms, purchase orders, and expense reports.
Schedule and maintain the managing director’s calendar, providing context for appointments when necessary and assisting in tracking and making appointments.
Perform complex and critical administrative support for the managing director and other professional staff in the Market Innovation Section.
Maintain and update contract files and the section’s SharePoint resource site with appropriate content (forms, templates etc.)
Serve as the point person to initiate and monitor service requests for contracts, agreements and procurement processes, including vendor invoicing.
Other related duties as assigned.