Administrative Assistant - Design, Engineering & Construction Mgmt
Categories: Secretaries
Administrative Assistant DESIGN, ENGINEERING, and CONSTRUCTION MANAGEMENT
Were looking for dedicated professionals for our winning team to make more connections for more people, to more places. People who share a commitment to building a sustainable environment, stronger communities, and a better quality of life in the Central Puget Sound will enjoy a fulfilling career at Sound Transit.
SCOPE OF POSITION An Administrative Assistant in the Design, Engineering, and Construction Management department will provide mid-level administrative support to a department, division, program, project, or individual of both a general and specialized nature in support of the capital projects program.
Essential Functions This job description reflects a representation of essential functions. It does not prescribe or restrict the tasks that may be assigned due to reasonable accommodation or specific requirements of an individual Agency Position Profile or for other reasons. Perform a wide variety of routine administrative and advanced clerical duties of both a general and specialized nature in support of the capital projects program. Prepare documents and materials from rough draft, verbal instruction, or independently; proofread a wide variety of reports, letters, memoranda, correspondence, and other documents and materials. Screen office calls, visitors, and mail; provide information and assistance including responding to requests for information and assistance; research information related to Agency regulations and office policies; refer callers to proper authority; assist the public and other Agency staff in interpreting and applying Agency policies and procedures; sort and distribute mail. Verify and review materials, applications, records, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness. Maintain calendar of activities, meetings, and various events for assigned staff; make appointments and maintain appointment calendars; coordinate activities with other department staff and Agency departments, the public, and outside agencies; schedule and reserve meeting rooms and pool vehicles; coordinate and process staff travel arrangements. As assigned, arrange and coordinate meetings; prepare agendas and correspondence; attend meetings and take, transcribe, and assure proper distribution of minutes. Participate in the collection, compilation, and analysis of information from various sources on a variety of topics as requested; participate on assigned committees. Operate a variety of office equipment including copiers, facsimile machine, and computer; utilize various computer applications (i.e. Outlook) and software packages including Microsoft Word, Excel, and PowerPoint to produce documents, spreadsheets, presentations, etc. as requested; organize and maintain disk storage and filing. Serve as liaison between assigned office and other Agency staff, the general public, and outside agencies; provide information and assistance as appropriate; interpret and apply policies and procedures of the division, department, and Agency as necessary. Ensure that all required supplies are available as needed and that the facility and equipment are in proper working order; maintain and order office supplies; prepare purchase requisitions; receive invoices and check for accuracy; process payments. Perform related duties as required including coverage of the reception desk on a rotating basis.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Knowledge of: General knowledge of work group and/or Agency practices. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Principles and procedures of record keeping. Principles and practices used in establishing and maintaining files and information retrieval systems. Principles of business letter writing and basic report preparation. Customer service and public relations methods and techniques. Methods and techniques of proper phone etiquette. English usage, spelling, grammar and punctuation.
Ability to: Learn the organization, operation, and services of the Agency and of outside agencies as necessary to assume assigned responsibilities. Learn, interpret, and apply general and specific administrative, departmental and project policies and procedures. Compile and interpret data. Participate in the preparation of a variety of administrative and financial reports. Independently prepare correspondence and memoranda. Type and enter data at a speed necessary for successful job performance. Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. Plan and organize work to meet changing priorities and deadlines. Work cooperatively with other departments, Agency officials, and outside agencies.
Skill in: Applying principles and practices specific to area of assignment. Operating office equipment including computers and supporting word processing, spreadsheet, and database applications. Demonstrating strong interpersonal techniques and a consistent commitment and ability to work with diverse work groups and individuals. Applying appropriate oral and written communication techniques to various individuals.
Education and Experience - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. Equivalent to the completion of the twelfth grade and three to five years of increasingly responsible clerical, secretarial, and administrative support experience involving a high level of public contact.
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