Administrative Associate 4
Position Summary: We are looking for a qualified and experienced individual to join our Marine Services Department.
Characteristic Duties and Responsibilities:
Provides office and administrative/technical support for the Marine Services department; receives and determines disposition of confidential and/or sensitive materials (e.g. employee meetings, etc.); receives and screens, responds to and/or refers visitors and phone calls; creates and maintains filing systems, databases and related records.
Prepares a variety of correspondence, memos, reports, agendas and minutes, service agreements, board resolutions, supplements and amendments, policies and procedures, and presentations as assigned; reviews and checks documents, records and forms for accuracy, completeness and conformance with applicable laws, rules, policies and regulations. Arranges all aspects of travel and training for the department (e.g. lodging, transportation, preparation of all documents for the Director and Executive Director’s signatures). Manages the department calendar.
Manages department Public Works projects by ensuring compliance of contractors with state and federal regulations, Kitsap Transit procurement policies, and department retention policies; monitors departmental expenditures; monitors product or service delivery and initiates payment. Assists in monitoring the department budget.
Ensures that the Safety Management System (SMS) documentation used to define the Kitsap Fast Ferry safety, security, emergency management, and environmental protection policies/procedures is consistent in format and style with established SMS procedures and that new and revised documents are reviewed and approved by appropriate authorized personnel. Ensures all pertinent SMS records and data are maintained in paper and/or electronic files and are kept organized, current, and accessible. Digital master files of all published and controlled documentation, both current and historical, are maintained; and a complete hardcopy “working set” of the current SMS manuals is maintained as a reference for office staff.
Works with the Marine Services Designated Person (DP) and other staff as necessary to ensure the integrity and functionality of the SMS Report System, as it relates to the creation and revision of SMS documents. Reviews SMS Reports for completeness, returns to originator any incomplete report, keeps track of report status, generates and distributes a SMS Quarterly Status Report of open/closed SMS Reports, maintains files of submitted SMS Reports and manages the publication of new and revised procedures identified as a corrective action.
Maintains a records management system for tracking documentation related to marine services operations and the SMS, including documentation such as: SMS manuals, procedures, forms, and check lists; SMS Reports and related documents; internal documentation; and third-party documentation.
Assists the Designated Person by notifying auditees of upcoming audits, distributes copies of the audit reports to the auditees and those individuals identified by the DP, and retains office copies as reference for future audits. Supports SMS management in review process, assists with scheduling, attends meetings, and assists with documentation of results.
Manages new employee onboarding process and employee termination process ensuring that department processes are followed; ensures that all employees have proper certifications, licenses, and required documents in the required timeframe. Supports marine-specific personnel documentation and correspondence, such as sea-time records and correspondence with regulatory agencies, personnel training and qualifications records and monitoring, Manages the uniform contract and acts as a liaison between the uniform vendor and employees. Manages key control system.
Responds to customer and vendor inquiries, suggestions and complaints in a timely manner and initiates an appropriate course of action; provides information to others regarding department, programs and operations, provides information requiring interpretation and application of policies, procedures and regulations.
Creates reports and provides analytical data such as passenger counts, arrival and departure times, etc. Coordinates with the finance department and department staff to order department supplies and ensure that required documents are received in order to create requisitions, process invoices, and track payments made to contractors and vendors.
Coordinates and assists the Inventory Control Specialist in creating and providing periodic reports, such as monthly fuel usage/cost, preventive maintenance activities and costs.
Serves as a liaison between the department and software developers for the department’s software needs and requirements of the vessel tracking software, and vessel communication software. Provides database training and written procedures with step by step instructions, to department personnel to help staff perform their job duties more efficiently. Maintains multiple databases.
Responsible for retention and destruction of department records in accordance with the retention schedule. Serves on assigned committees (e.g. records retention); provides administrative/staff support as assigned for internal and/or external meetings (e.g. pre-construction meetings, employee meetings, all-hands meetings, department meetings, etc.); serves as a liaison between the department and other employees, departments and/or external entities.
This position reports to the Marine Services Director.
Salary Range: The range for this position is $24.74 - $33.25 per hour, commensurate with experience. With rare exception, initial appointments are usually made at Step 1 (24.74).
Benefits: Full-time employees receive a generous benefits package including subsidized medical insurance and fully paid dental insurance for employee and dependents, as well as disability insurance and life insurance. This position participates in the Washington State Public Employees’ Retirement Plan with the option of participating in a state administered deferred compensation plan. Employees receive a generous general leave accrual and 11 holidays pro-rated based on the number of hours worked per pay period up to a maximum of 80 hours per pay period. Kitsap Transit also provides employees and certain dependents with a free transportation pass on Kitsap Transit.
Hours of Work: Work is conducted during regular business hours, Monday through Friday. May require occasional evening or weekend work.
QUALIFICATIONS:
Kitsap Transit employees who wish to apply must have a satisfactory performance and attendance record. Kitsap Transit Operators with any of the following criteria in the last twelve months are excluded from recruitment opportunities:
- a current Decision Making Leave or higher in the Safety category
- more than two held customer complaints
- more than four unscheduled absences
- more than two late reports
Education and Experience: High School graduation/GED and four years of increasingly responsible administrative/technical experience.
Knowledge, Skills and Abilities: Following are some highlights of the knowledge, skills and abilities required to be successful in this position.
• Advanced records maintenance, document processing and financial record keeping
• Advanced office practices and procedures
• Prioritizing, planning and completing projects independently
• Handling confidential information with discretion
• Monitoring or administering contracts
• Creating and maintaining files and records, ensuring databases are up to date, accurate and complies with legislation
• Learning multiple software systems
• Preparing clear and concise correspondence, complex reports and presentations, spread sheets and technical documents
• Statistical analysis of vessel data and fuel costs
• Understanding, explaining, interpreting and administering programs, regulations, procedures and guidelines
• Researching and responding to complex problems requiring the application and interpretation of policies, laws, regulations, procedures and guidelines
• Communicating effectively orally and in writing
• Using personal computers and office software including data bases and spread sheets in a Windows-based operating environment
• Working independently, using strong analytical and problem solving skills to address problems and tasks
• Using public relations techniques in responding to inquiries and complaints
• Establishing and maintaining effective working relationships with other Kitsap Transit employees and the public
Licenses/Certifications:
A valid Transportation Workers Identification Card (TWIC) issued by the Transportation Security Administration (TSA) within thirty days of hire.
Working Conditions/Physical Requirements: Positions in this class typically require: dexterity of hands and fingers to operate a computer keyboard and other equipment, talking, hearing, seeing and repetitive motions.
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Occasional regional travel may be required for training. Occasional evening and weekend work.
Selection Process: After evaluating the completed application packets, we will invite the most qualified applicants for testing. We will not make any hiring decisions until all steps in the selection process are completed, including reference and background checks.
Click to apply! Please contact Marianne Rajan in the Human Resources Department at (360) 478-5852 if you have any questions.
Closing Date: Your completed application must be submitted online by 4:00 PM, Friday January 22, 2021. You may include a resume; however, it may not be used in lieu of a completed application.
Selective certification may be used to achieve affirmative action goals.
Kitsap Transit is committed to providing access and reasonable accommodation in its services, programs, activities, and employment for individuals with disabilities. To request disability accommodation in the hiring process, contact jobapplada@kitsaptransit.com at least ten days in advance or 360-479-4348 (TDD).
If you qualify for the Veterans Scoring Criteria under RCW 41.04.005 and 41.04.010, you must answer all questions regarding Veterans Scoring Criteria Status Declaration in the application and upload a copy of the substantiating document as listed in the application.
Kitsap Transit is subject to the requirements of the Federal Drug-Free Workplace Act and CFR Part 40 & Part 655, which prohibits the use of marijuana at any time while employed by Kitsap Transit.
Kitsap Transit is an Equal Employment Opportunity Employer