Capital Administrative Specialist III – Project Controls, Management & Performance
- Summary
King County Metro Transit is currently recruiting an Administrative Specialist III position to provide a variety of technical clerical support and office coordination for the Project Controls, Management & Performance unit. This unit in Metro's Capital Division has over twenty team members and is expanding. They are responsible for performance monitoring, budget, and finance administration for the Division, data management, project administration, contract procurement, and developing process improvements.
The successful candidate will play a critical role in supporting the growth of King County Metro Transit as we expand service to serve our growing communities where needs are greatest. Applying equity and social justice (ESJ) principles is a daily responsibility and a foundational expectation for all King County employees. Administrative professionals are expected to apply ESJ principles that exemplify shared values, behaviors, and practices to all aspects of the work. If you are an administrative professional with a passion for improving processes and being part of a high-performing, collaborative, and ESJ-driven team, this is an excellent opportunity for you!
IN THIS ROLE YOU WILL- Deliver day-to-day administrative support to the Project Controls, Management & Performance unit which includes the Project Control Office and the Project Management Office.
- Provide exceptional customer service to internal and external stakeholders which may include contractors, consultants, and other King County Divisions and Departments.
- Be self-directed and work independently to prioritize work assignments and ensure tasks are completed timely and efficiently.
- Think creatively to solve problems when procedures are not yet established, and bring forward new ideas and deliverables to create standard work.
- Log and track vendor payments (both project- and non-project specific) and procurement deadlines, including Contract Purchase Agreements (CPAs), using existing standardized contract files in accordance with King County Records Management best practices.
- Maintain organized, accurate and accessible records and filing systems, including sensitive and complex records, correspondence, and related documents.
- Act as a timekeeper using PeopleSoft for the Project Controls, Management & Performance unit, and review timesheet and payroll documents for compliance with contract specifications along with state and federal reporting requirements.
- Create, maintain, update, enter and retrieve data related to each group's work functions by utilizing MS Word, Outlook, Access, SharePoint, and Excel programs and specialized database systems (i.e., Oracle EBS or similar such software).
- Use a County purchasing card and requisition on behalf of the unit and the Division, as necessary.
- Compose, draft, type, proofread and edit documents, contracts and/or various correspondence to ensure these conform to the appropriate use of the English language, King County Editorial Style Guide and internal established procedures.
- Maintain group calendar, schedule meetings, take notes, prepare and distribute meeting minutes, and provide support with equipment (assist with setting up laptop/projector, copier service calls).
- Work as a key supporting member of the Capital Delivery Board Committee in scheduling projects for committee review, liaising with Project and Program Managers in assuring that they are properly equipped to be successful at project gate reviews, and requesting project changes while tracking any follow-up actions.
- Coordinate travel and training arrangements for the Project Controls, Management & Performance unit (e.g. submit travel requests to leadership and purchase accommodations), and maintain travel and training logs.
- Perform other duties as assigned.
- Increasingly responsible office or administrative support experience with a group or team of professional or technical staff, or a combination of education and/or experience that clearly demonstrates the ability to successfully perform the duties of the position.
- Ability to independently manage multiple and shifting priorities while using effective analytical, communication, and interpersonal skills and the ability to work in a self-directed manner as well as part of a team in a collaborative environment.
- Ability to be detail-oriented, organized, and use initiative to solve problems.
- Ability to establish and maintain respectful working relationships with a diverse group of co-workers, colleagues and internal/external customers; ability to deal with others with tact, diplomacy, and courtesy.
- Strong customer focus with a dedication to integrity, ethics, trust, and values.
- Basic knowledge of best practices for Records Management and/or retention policies and practices.
- Proficiency in Microsoft Office, including emails, contact lists, presentations, documents, spreadsheets, and calendaring.
- Basic knowledge of Lean Principles and/or prior experience in improving an existing process.
- Demonstrated interest and ability to learn and stay abreast of new technology systems and tools.
- Basic knowledge of Oracle Financial system and/or PeopleSoft or similar system(s).
- Prior experience in an engineering and/or construction office.
- Prior experience in technical document editing.
- Prior experience in a customer-service or client-facing position.
- Background in engineering and/or engineering terminology, including purchasing/procurements.
This recruitment may also be used to create an eligibility pool for future temporary or permanent Administrative Specialist III vacancies. Pools may be active up to 12 months at the discretion of the hiring authority.
Forms and materials required
An online employment application, answers to the supplemental questions, and a cover letter describing your interest and how your experience has prepared you to meet the qualifications to perform the essential functions of the job. Applicants will be screened for competitiveness, completeness, and written communication skills. The most competitive candidates may be invited to participate in one or more interviews.
Work Schedule
The work week is 40 hours, Monday through Friday. This position is subject to the provisions of the Fair Labor Standards Act, and therefore is eligible for overtime pay if scheduled.
An employer to be proud of
King County Metro Transit is the winner of the 2018 APTA award for best large transit system in North America. We are a national leader in getting people to work quickly, reducing commuter stress, greening the environment and improving urban air quality, providing comfortable, effective transit services for the thousands of commuters and other residents of King County, Washington. Metro has pioneered or refined dozens of innovations, which have made us a leader in the nation's public transportation industry.
Competitive Benefits
King County provides our employees with a free transportation pass (good on most transit systems throughout the Puget Sound region) and a competitive benefits package (see Benefits tab for more details).
Union Membership
This position is represented by Technical Employees Association (TEA).
Class Code
4201300
For more information regarding this recruitment, please contact:
Aimee Higbee, HR Analyst at ahigbee@kingcounty.gov
King County is an equal employment opportunity employer. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workplace and workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding values--we are one team, we solve problems, we focus on the customer, we drive for results, we are racially just, we respect all people, we lead the way, we are responsible stewards. We welcome and encourage people of all backgrounds to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.
King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being. Eligible positions receive the following benefits and have access to the following programs:
- Medical, dental, and vision coverage: King County pays 100% of the premiums for eligible employees and family members
- Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
- Retirement: King County employees are eligible to participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
- Transportation program and ORCA transit pass
- 10 paid holidays each year (plus 2 personal holidays)
- Generous vacation and paid sick leave
- Paid parental leave, family and medical leaves, and volunteer leave
- Flexible Spending Account
- Wellness programs
- Onsite gyms and activity centers
- Employee giving program
- Employee assistance programs
- Flexible schedules and telecommuting options, depending on position
- Training and career development programs
This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails. Also, in the event of any incorrect information in this document, applicable laws, policies, rules, CBAs, or official plan documents will prevail.
NOTE: Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.
For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.
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01Completing the application and attaching a cover letter are required. Have you attached the required cover letter? If not, you may still go back to that section of the application and do so.
- Yes
- No
02Please indicate below what software you have a demonstrated proficiency (check all that apply)- Word
- Excel
- Outlook
- PowerPoint
- None of the above, but I'm willing to learn
03Please indicate any desired qualifications you posses (check all that apply)- Basic knowledge of Oracle Financial system or similar system(s)
- Basic knowledge of PeopleSoft or similar system(s)
- Basic knowledge of MS Project, or similar scheduling tool
- Prior experience in an engineering and/or construction office
- Background in engineering and/or engineering terminology, including purchasing/procurement.
04I certify that the statements made by me on the application and supplemental questions are, to the best of my knowledge, true, complete and correct. I understand that any misrepresentation or material omission of fact on this or any other document required by King County may constitute grounds for rejection, or if employed by King County, for disciplinary measures, including dismissal.- Yes
- No
Required Question