Transit Admin Support Specialist III

King County•Multiple locations in King County, WA

4d•Onsite

About The Position

King County Metro Transit is searching for knowledgeable and collaborative Transit Administrative Support Specialist IIIs (TASS III) to support our diverse workforce in Vehicle Maintenance. This position serves as the principal administrative support for a Transit Vehicle Maintenance Base. The ideal candidate enjoys making an impact through administrative support, shows initiative, is highly organized and detail-oriented, acts with a sense of urgency, and can prioritize tasks effectively. This position supports supervisory staff with a wide variety of daily confidential administrative tasks and special projects. Responsibilities include processing a high volume of personnel-related documents, supply ordering, purchasing and reconciling p-card expenses, maintaining electronic personnel records, serving unionized base employees as a primary point of contact on policies, procedures, and processes, ensuring timely and accurate payroll and accounts payable processing, providing customer service, and maintaining diverse files, spreadsheets, and databases. Successful candidates will thrive independently with little supervision. This recruitment will fill multiple career service and term limited temporary (TLT)/ special duty assignment (SDA) positions within the Vehicle Maintenance Division. The selection process may be used to generate an eligibility list for future vacancies. If hired from the eligibility list, applicants must be willing to work at any base location.

Requirements

Three years (3) of increasingly responsible office or administrative support experience; including two (2) years of independent administrative responsibility for a group or team of professional, technical, or management staff OR an equivalent combination of experience and education which provides the applicant with the desired skills, knowledge, and ability required to perform the work.
Demonstrated ability to work in an Office 365 environment and use Microsoft products to complete assigned tasks, including: SharePoint for document management and retention, Word for word processing, Excel for spreadsheet creation, maintenance, and reports; and both Outlook and Teams to communicate with staff.
Skilled in maintaining strict confidentiality and handling sensitive data, using initiative and judgment to prioritize and manage confidential requests and inquiries involving internal and external stakeholders.
Demonstrate strong analytical abilities, resourcefulness, and independent problem-solving skills to assess complex administrative issues, identify root causes, evaluate options, and implement effective solutions with minimal supervision.
Proficient in oral and written communication, including skills in drafting, proofreading, editing, and finalizing a variety of business and technical documents with attention to grammar, punctuation, and spelling.
Efficiently produces work under tight deadlines, multitasks effectively amidst frequent interruptions, and manages competing priorities with sensitivity and composure under pressure.
Effectively manages diverse clientele and competing staff demands, establishing and maintaining cooperative, respectful, and equitable relationships with coworkers, customers, and leadership, using tact, diplomacy, and courtesy.
Consistently punctual and dependable with a strong attendance record; able to work independently, exercise good judgment, take personal responsibility, and demonstrate detail-oriented, organized, and proactive problem-solving and research skills.
Familiar with payroll processing operations and legal requirements or related skills, with the ability to quickly learn and utilize payroll and timekeeping software applications.

Nice To Haves

Experience working with union representatives, tracking grievance deadlines, and maintaining confidentiality.
Experience with payroll and time-keeping software (such as PeopleSoft, or similar programs).
Experience with financial and procurement software (such as ORACLE EBS, or similar programs).
Experience with fleet management systems (such as Asset Works, Fleet Focus M5, or equivalent systems).
Skilled in working collaboratively as part of a team
Demonstrates outstanding customer service skills that reflect King County Metro’s commitment to service excellence and an understanding of our True North and Values .
Knowledge of King County Family and Medical Leave, Family and Medical Leave Act, and other HR leave statuses and general human resources processes and procedures.
Familiarity and experience with King County policies and procedures.

Responsibilities

Maintain base files for transit superintendent, chiefs, and trades employees, including electronic personnel records.
Complete personnel-related documents such as position requisitions, personnel changes, and special duty request forms for submittal to Transit Human Resources.
Track FMLA/KCFML/Paid Parental/ usage and time balances; track and record attendance and miss records; maintain disciplinary action records as required in compliance with negotiated labor agreements; safeguard confidential information relating to terminations, discipline, drug testing and other personnel actions.
Monitor and track budget expenditures and research budget issues; manage asset inventory information and surplus distribution processes; process uniform, shoe, travel, and similar vouchers consistent with labor agreements; maintain petty cash fund when applicable.
Be responsible for purchasing, records entry, and reconciliation of P-card transactions processed through Oracle iExpense.
Process mail by retrieving, opening, sorting, and attaching related documents for distribution.
Order and maintain office supplies inventory and serve as the point of contact for leased equipment.
Create and maintain a variety of spreadsheets, databases, and reports for specialized information.
Develop and maintain lists of active projects, contracts, purchase agreements, or other program-specific information, process, and track invoices for payment.
Track and ensure timely processing of grievance procedures, contract requirements, and next steps; schedule disciplinary meetings and hearings; prepare and distribute hearing summaries in compliance with negotiated labor agreements.
Perform high level of data entry support for Vehicle Maintenance Staffing Shake-Ups multiple times a year; create base staffing rosters, overtime seniority lists, manage distribution lists, and support employee movement throughout the bases within the system.
Serve as backup and work closely with Technical Information Processing Specialist IIIs to perform payroll and timekeeper functions, ensuring timely and accurate payroll processing.
Conduct payroll auditing.
Plan and coordinate special programs, recognition awards, and promotional events.
Serve as a primary point of contact for staff with questions on County and Transit Division policies, procedures, and processes.
Disseminate information on changing policies, processes, and procedures.
Lead lower-level administrative support and accounting staff; coordinate and assign work and review quality of work products; provide training in administrative processes and procedures.