Transit Administrative Support Specialist III – Mobility Services
King County
Pioneer Square, WA
Full-time
Administration / Clerical
Posted on May 13, 2023
Salary
$63,107.20 - $76,273.60 Annually
Location
Seattle, WA
Job Type
Special Duty Assignment
Job Number
2023MT18410
Department
MTD - Metro Transit
Division
Mobility
Opening Date
05/12/2023
Closing Date
5/28/2023 11:59 PM Pacific
FLSA
Non-Exempt
Bargaining Unit
C2 : PROTEC17-Transit Admin Support
Summary
**This position is only open to King County employees who have passed their initial probationary period. * *
About Metro Transit's Mobility Services
King County Metro Transit Mobility Services program offers residents public transportation services consisting of several popular ridesharing options beyond traditional fixed route transit and Americans with Disabilities Act (ADA) Paratransit service, including commuter vans and flexible transportation such as DART, CAT, Community Van, SchoolPool and on-demand, app-based ridesharing product called Metro Flex, and other pilots that provide transport to/from community hubs and transit centers and fill transportation gaps. Mobility Services works to partner with jurisdictions, schools, employers, neighborhoods, and community groups to provide innovative services. The program's primary focus is to bring services to areas of King County without the infrastructure, density, or land use to support traditional fixed route buses. In such areas, innovative transportation options may be more cost-effective at meeting local mobility needs.
Contracted Services Mobility Services is seeking a self-motived individual with good judgement and an eye for accuracy to provide administrative support to the Mobility Services Supervisor and staff throughout Contracted Services' Mobility Services (MS) and Finance and Performance (FP) work teams.
We are hiring one (1) Special Duty Assignment that is expected to last 12 months or may be extended. To be eligible for a special duty assignment, you must be a current King County Career Service employee and have passed your initial probationary period. We are only accepting applications from King County Metro employees who meet this requirement.
There are four core task area expectations for the Administrative Specialist III position in Mobility Services which include office administration, fiscal control, customer service and clerical duties, detailed below. This position reports directly to the Supervisor of Mobility Services (MS) and provides administrative support needs for staff in MS and Finance Performance (FP) which includes approximately 42 positions representing five distinct Local 17 contracts. MS staff works in a hybrid environment including telecommuting and on-site at King Street Center (KSC) in Seattle and the Vanpool Distribution Center (VDC) in Redmond. This position requires reporting in-person to KSC office several days per week to provide temporary duty training and oversight, receipt of goods, general office coordination and mail processing. This position will also provide backup support for Contracted Services Administrator I, during absences.
Job Duties
Applying equity and social justice principles that exemplify shared values, behaviors, and practices to all aspects of the work is a daily responsibility and a foundational expectation for all King County employees. As the TASS III, you will be responsible for:
Office Administration - Office Oversight
Experience, Qualifications, Knowledge, Skills
We are looking for candidates who meet the following minimum qualifications:
Application & Selection Process
An online employment application, Resume, Letter of Interest and answers to the supplemental questions are required. Your Letter of interest should cover how your education and/or experience demonstrate your ability to meet the EXPERIENCE, QUALITIFICATIONS, KNOWLEDGE, SKILLS necessary to complete the job.
Applicants will be screened for completeness, writing accuracy, and competitiveness. Any additional attachments will not be reviewed or considered. 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. The position is subject to the provisions of the Fair Labor Standards Act and is therefore eligible for overtime pay if scheduled.
Union Representation /Job Code/Grade
Protec 17 /Job Code 421801/Grade 43
Who may apply: We are accepting applications from current King County Career Service employees that have passed initial probationary period. We are only accepting applications from King County Metro employees who meet this requirement.
To Apply
If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact: Manal Tirhi, mtirhi@kingcounty.gov
Forbes recently named King County as one of Washington State's best employers. Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work, and play.
Guided by our "True North", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion, and belonging in our workplace and workforce. To reach this goal we are committed to 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 principles--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, and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.
King County is an Equal Employment Opportunity (EEO) Employer.
No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation, and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.
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:
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.
$63,107.20 - $76,273.60 Annually
Location
Seattle, WA
Job Type
Special Duty Assignment
Job Number
2023MT18410
Department
MTD - Metro Transit
Division
Mobility
Opening Date
05/12/2023
Closing Date
5/28/2023 11:59 PM Pacific
FLSA
Non-Exempt
Bargaining Unit
C2 : PROTEC17-Transit Admin Support
Summary
**This position is only open to King County employees who have passed their initial probationary period. * *
About Metro Transit's Mobility Services
King County Metro Transit Mobility Services program offers residents public transportation services consisting of several popular ridesharing options beyond traditional fixed route transit and Americans with Disabilities Act (ADA) Paratransit service, including commuter vans and flexible transportation such as DART, CAT, Community Van, SchoolPool and on-demand, app-based ridesharing product called Metro Flex, and other pilots that provide transport to/from community hubs and transit centers and fill transportation gaps. Mobility Services works to partner with jurisdictions, schools, employers, neighborhoods, and community groups to provide innovative services. The program's primary focus is to bring services to areas of King County without the infrastructure, density, or land use to support traditional fixed route buses. In such areas, innovative transportation options may be more cost-effective at meeting local mobility needs.
Contracted Services Mobility Services is seeking a self-motived individual with good judgement and an eye for accuracy to provide administrative support to the Mobility Services Supervisor and staff throughout Contracted Services' Mobility Services (MS) and Finance and Performance (FP) work teams.
We are hiring one (1) Special Duty Assignment that is expected to last 12 months or may be extended. To be eligible for a special duty assignment, you must be a current King County Career Service employee and have passed your initial probationary period. We are only accepting applications from King County Metro employees who meet this requirement.
There are four core task area expectations for the Administrative Specialist III position in Mobility Services which include office administration, fiscal control, customer service and clerical duties, detailed below. This position reports directly to the Supervisor of Mobility Services (MS) and provides administrative support needs for staff in MS and Finance Performance (FP) which includes approximately 42 positions representing five distinct Local 17 contracts. MS staff works in a hybrid environment including telecommuting and on-site at King Street Center (KSC) in Seattle and the Vanpool Distribution Center (VDC) in Redmond. This position requires reporting in-person to KSC office several days per week to provide temporary duty training and oversight, receipt of goods, general office coordination and mail processing. This position will also provide backup support for Contracted Services Administrator I, during absences.
Job Duties
Applying equity and social justice principles that exemplify shared values, behaviors, and practices to all aspects of the work is a daily responsibility and a foundational expectation for all King County employees. As the TASS III, you will be responsible for:
Office Administration - Office Oversight
- Maintain confidential manual and automated records including personnel files, contract timelines, payroll, Peoplesoft HR data and track hire dates, probation timelines, automatic step increases and temporary staff.
- Utilize Peoplesoft templates to create and track Personnel Change Notices (PCN) and Personal Data Changes. Monitor when PCN needs to be submitted and determine correct coding to reflect employee pay and/or benefits. Initiate, process and track.
- Responsible for scanning personnel documents into LaserFiche and Content Manager, adding retention schedules, and following established naming conventions.
- Maintain Master Files, program contracts and other files.
- Maintain Records Retention system.
- Prepare all Oracle requisitions for approval and track Material Receipts.
- Process In-office mail, order, supplies and receive packages and distribute.
- Utilize Oracle Financials as designated buyer, requisitioner and materials receipt process including communications with vendors and suppliers.
- Research and reconcile receipts, work invoice discrepancies with Accounts Payable and vendors.
- Create Oracle requisitions and receive on-line the receipt of goods purchased. Determine correct project, cost center, and account numbers to charge purchases and submit to MS Supervisor for approval.
- Serve as the cardholder for purchase card (P-Card). Make purchases, process weekly expense reports, and obtain, retain and reconcile all purchase transaction documentation in compliance with the P-Card Policies and Procedures. Distribute P-Card Purchase forms through DocuSign, and support personnel in form completion, as needed. Manage office supplies, supply inventory and budget tracking for office and telecommuting staff.
- Enter staff time in PeopleSoft weekly and process payroll every two weeks.
- Upload PS reports to Content Manager. Distribute reports to senior staff
- Maintain detailed information in Confidential Personnel Files.
- Provide responses to customers over the telephone, email, in writing and/or in person.
- Act as liaison for all office management needs or concerns with internal departments or vendors.
- Coordinate payroll issues for staff.
- Facilitate UPS, delivery and messenger service needs of staff.
- Responsible for scanning documents into Content Manager, adding retention schedules, and following established naming conventions.
- Train and provide oversight to Transitional Duty Assistance (TDA's) hired to provide supplemental support for this scanning and other Clerical duties as assigned.
- Process mail and FAX documents by date stamping and attaching related correspondence or information before forwarding to staff. Respond to mail when appropriate; identify priority and time sensitive matters; and maintain security and confidentiality.
- Provide office phone coverage 8:00 AM - 5:00 PM weekdays and coordinate phone coverage for CS Manager and Access.
Experience, Qualifications, Knowledge, Skills
We are looking for candidates who meet the following minimum qualifications:
- Three (3) years experience providing administrative support.
- Three (3) years customer service experience including demonstrated ability to work with diverse groups of internal and/or external customers in person, via telephone and e-mail, and ability to maintain an appropriate level of confidentiality.
- One (1) year demonstrated experience with accounts payable operations including budget charge coding and tracking by project and budget charge reconciliation for multiple projects using Oracle EBS.
- Clear communicator both verbally and in written form.
- Demonstrated proficiency using Microsoft Word, Excel, Outlook and Teams.
- Demonstrated ability to work independently to coordinate diverse and competing priorities in a sometimes-ambiguous work environment.
- Demonstrated ability to take initiative, navigate the system to get things done and proactively assist others.
- Demonstrated ability to use sound judgement and diplomacy in making independent decisions.
- Organized and detailed oriented without losing sight of the big picture.
- Working knowledge of Mobility Services programs and services.
- Experience with PowerPoint, SharePoint, Visio, OneDrive, Adobe Pro, Content Manager and LaserFiche.
- Working knowledge and proficiency using online meeting platforms such as Teams, Zoom, Google Meet, WebEx, GoToMeeting and others.
- Experience with payroll and timekeeping functions, ensuring timely and accurate payroll processing and tracking FMLA/KCFML/Paid Parental Leave usages and time balances.
Application & Selection Process
An online employment application, Resume, Letter of Interest and answers to the supplemental questions are required. Your Letter of interest should cover how your education and/or experience demonstrate your ability to meet the EXPERIENCE, QUALITIFICATIONS, KNOWLEDGE, SKILLS necessary to complete the job.
Applicants will be screened for completeness, writing accuracy, and competitiveness. Any additional attachments will not be reviewed or considered. 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. The position is subject to the provisions of the Fair Labor Standards Act and is therefore eligible for overtime pay if scheduled.
Union Representation /Job Code/Grade
Protec 17 /Job Code 421801/Grade 43
Who may apply: We are accepting applications from current King County Career Service employees that have passed initial probationary period. We are only accepting applications from King County Metro employees who meet this requirement.
To Apply
If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact: Manal Tirhi, mtirhi@kingcounty.gov
Forbes recently named King County as one of Washington State's best employers. Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work, and play.
Guided by our "True North", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion, and belonging in our workplace and workforce. To reach this goal we are committed to 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 principles--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, and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.
King County is an Equal Employment Opportunity (EEO) Employer.
No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation, and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.
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
- 12paid 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.