Administrative and Human Resources Assistant

About the Department

POSITION SUMMARY:
This position will perform specialized reception and administrative support activities for the administrative office including customer service, office inventory, records management, data processing and special projects. This position provides human resources related support functions as directed by the Administrative and Human Resources Director. This work involves sensitive and confidential information, and discretion is required.

Island Transit offers competitive benefits that include:

• Medical/Dental/Vision Insurance – employer paid premiums for employees
• Life Insurance - employer paid $24,000 Basic Life Insurance plus optional employee paid supplemental insurance plans
• Flexible Spending Account (FSA)
• Retirement Plans - Washington State Public Employees Retirement System (PERS) and Optional MissionSquare 457b/401a plan with employer match
• Paid Vacation, Sick Leave and Holidays

Position Duties

 ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Performs front desk reception and administrative activities on the telephone or in person, determines the nature of business and directs individuals to appropriate person or destination.  
2. Performs various routine administrative duties, including creating and distributing correspondence and documentation, editing and proofreading materials, filing, processing agency incoming and outgoing mail, prepares priority and express mail, maintains tracking and tracks certified mail receipts, photocopying and more.
3. Independently, or with minimal oversight by the supervisor, makes decisions regarding administrative office supplies, stock and associated office equipment. Orders and receives supplies and equipment. Stocks, maintains and organizes supply areas. Researches, evaluates, and implements cost effective purchasing practices.
4. Processes receipts and other paperwork in agency finance database.
5. Assists Human Resources with confidential, specialized support functions related to recruitment, employee recognition activities, agency records maintenance, retention and disposal program. Assists in preparation and processing of new hire orientation and room set-up requests.
6. Greets and assists employees, customers, community partners and responds to inquiries from the public; maintains visitor access.
7. Ensures reception and office supply areas are stocked and organized.
8. Participates in annual equipment inventory process.
9. Maintains and processes Lost and Found Articles and record keeping.
10. Performs other related duties and special projects as assigned.

Minimum Qualifications

REQUIRED KNOWLEDGE, SKILL AND ABILITIES:

• Customer service and public relations skills that reflect courtesy and respect, while maintains a positive attitude, sense of humor and contributes to a diverse team environment.
• Demonstrates reliability with regular, predictable, and dependable attendance.
• Proficient in the use of MS Office programs (Outlook, Word, Excel, Access, etc.); ability to quickly adapt to unfamiliar software programs.
• Excellent listening skills and superior verbal and written communication skills.
• Strong organizational skills that include prioritizing, ensuring accuracy, multi-tasking and handling interruptions appropriately.
• Ensure assignments are completed in a timely and effective manner.
• Demonstrates experience maintaining records (manual and electronic) and performing data entry with a high level of accuracy and attention to detail. 
• Demonstrates independent judgement using basic analysis and research skills.
• Effectively manages and prioritizes projects and assignments.
• Effectively works independently, and as part of a team; follows directions from a supervisor; willing to accept responsibility for personal decisions and actions.

QUALIFICATIONS AND EXPERIENCE:

• High School diploma or equivalent; Associates degree, preferred
• A minimum of one (1) year of administrative support experience OR
• An equivalent combination of education and experience that provides the knowledge, skills and abilities required to perform the essential functions of this position
• Public sector experience, desirable

Other Qualifications

WORKING CONDITIONS:

• Duties performed primarily in an office environment while sitting at a desk or computer with the remainder of time walking within Island Transit’s office buildings. 
• Requires stooping, reaching, bending, and lifting of office supplies and equipment. Subject to noise from office machines.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Must be able to lift and carry approximately 20 pounds.
• Must be able to listen and speak clearly to receive and provide information.
• Must be able to read a variety of printed or handwritten material including solicitations, regulations, reports, and/or forms.
• May be required to work outside normal schedule on occasion. 

Employment is contingent upon a post job offer criminal background check and a five-year motor vehicle history report, the results of which are acceptable as determined by the employer.

Must possess and maintain a valid Washington State driver’s license.
 
Position may be subject to physical or other testing when reasonably necessary to determine job related abilities or reasonable expectation of successfully performing the job. 

This position is non-exempt under the Federal Labor Standards Act (FLSA) and is eligible for overtime pay. 

This Summary Job Description does not constitute an employment agreement between the employer and employee and is subject to change as the needs of the employer and requirements of the job change. I understand that if employed, I am employed AT Will and I reserve the right to terminate employment at any time and the Employer has the same right. 

Provides zero-fare public bus and paratransit services in Washington.