Administrative Support Specialist

Overview

As the Administrative Support Specialist, you will provide a broad range of administrative, event, and project-related support including budgeting, purchasing, confidential personnel support, and travel coordination. In addition, you will be responsible for managing time reporting for transit security officers, ensuring accurate and timely submission of hours worked, coordinating with supervisors and payroll, and maintaining compliance with applicable labor and organizational policies.

Essential Duties

Provide confidential administrative support for department managers and staff.

• Communicate with stakeholders and reply to inquiries.
• Perform complex scheduling of meetings and events.  
• Prepare materials and coordinate logistics for meetings. 

 

Lead financial and administrative operations processes.

• Lead and coordinate departmental efforts related to purchasing, budgeting, and business planning to ensure alignment with organizational goals and compliance with financial policies.
• Oversee invoice processing, credit card reconciliations, purchase orders, requisitions, inventory management, and ongoing budget monitoring, ensuring accuracy and timely execution of financial operations.
• Conduct in-depth budget analysis and research to support annual planning cycles and ad hoc financial decision-making.
• Prepare, manage, and present departmental budgets, providing strategic insight and oversight throughout the fiscal year.
• Identify opportunities for operational efficiency and develop recommendations for process improvements across administrative and business functions.

 

• Independently manage timekeeping for Transit Security Officers and other designated SSS employees as assigned by the Senior Manager-Security and Emergency Management or their designee.

 

• Manage communications and meeting documentation for the Safety Committee and Accident Review Committee (ARC), including notetaking, information distribution, and support for follow-up actions.
• Provide support for departmental and union-related activities, including neutral notetaking during investigative and disciplinary meetings and other tasks as assigned by SSS department management.

 

Manage department records per agency policy and retention schedules.  Ensure records of historical significance to the agency are preserved.

 

Serve as the department’s travel coordinator.  Complete travel authorizations, make travel arrangements and reconcile expense claims.

 

Collaborate with facilities department.

• Manage facilities work orders.  
• Maintain office and event supplies.
• Collaborate with facilities and other stakeholders to strategically plan and optimize space utilization.

 

Perform other duties of a similar nature or level, as assigned.

Requirements

Minimum Qualifications

• 3-5 years of experience in an administrative support role.
• 3-5 years of experience in budget management or expenditure oversight.
• Proficiency with Microsoft Office tools.

 

An equivalent combination of education and experience to successfully perform the job duties is also accepted.

 

Knowledge Requirements

• General business systems and software, including Windows and Microsoft Office.
• General concepts and practices of project management, time management, process improvement, and setting priorities.
• Accurate spelling, punctuation, and grammar.
• Business procedures, correspondence standards, record management, handling confidential, sensitive, and privileged information.

 

Skill Requirements

• 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.
• Serve as a neutral notetaker during investigative and disciplinary meetings, accurately document key statements and outcomes, and maintain strict confidentiality.
• Excellent customer service.
• Records and project management.
• Strong written, interpersonal, and verbal communication. 
• Time management, organization, meeting deadlines, and adjusting to changing priorities.
• Problem solving and good use of judgment.
• Working effectively both independently and as part of a team.
• Diplomacy, tact, and professionalism in dealing with sensitive and confidential issues and data.
• Good listening skill