Senior Executive Assistant - Maintenance

Pierce Transit in Lakewood, WA

  • Industry: Administrative/Clerical - Executive Secretary
  • Type: Full Time
  • Compensation: $59,880.00 - 80,540.00 / Year*
position filled
Description

**This recruitment will remain open until the position is filled. The hiring authority reserves the right to make a hiring decision at any time. First application review will take place on Wednesday April 1, 2020. It is in the applicant's best interest to submit materials as soon as possible to be considered.

Pierce Transit is an independent municipal organization, dedicated to fulfilling the mission of improving people's quality of life by providing safe, reliable, innovative, and useful transportation services that are locally based and regionally connected.

We are actively recruiting for a dynamic, customer service oriented Senior Executive Assistant to support the Maintenance Division at Pierce Transit. This position provides executive level confidential administrative support to the Executive Director of Maintenance and support the Maintenance division assistant managers and other members of the division. We are looking for candidates who have detailed experience in all aspects of administrative support to include calendar and email management, making travel arrangements, conducting and coordinating special projects and meetings, developing project agenda and guidelines, delivering timely and quality customer service for division customers, stakeholders, and program administrative staff, take minutes, capture action items and track for completion of action items.

Essential Functions

The following functions are not intended to serve as a comprehensive list of all duties performed in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
  • Provides reception and customer service for the Maintenance Division by answering telephone and greeting staff and customers. Provides assistance and responds to inquiries. Maintains Executive Director's calendar. Receives, prepares and processes documents. Provides guidance regarding departmental procedures and practices.
  • May supervise administrative staff; assigns work submitted by departmental staff; oversees workload to ensure proper, accurate and timely completion. Recommends best methods/practices for work completion. Reviews work. Monitors and evaluates performance; ensures staff is trained; establishes performance expectations; sets standards for quality of work.
  • Gathers and reviews data, performs data entry and reviews input for accuracy. Retrieves, updates, and maintains data, records, logs and files. Researches, compiles and reconciles data. Prepares reports, worksheets, charts, graphs and/or other documents. Acts as content manager for Maintenance intranet page.
  • Provides administrative support such as: maintaining schedules; coordinating meetings; arranging and preparing meeting space and equipment resources; preparing agendas and minutes; making travel arrangements; editing and preparing reports; composing draft correspondence; researching information and providing related support.
  • Prepares and/or processes invoices, statements, purchase orders and requisitions. Assists with tracking department information, such as maintaining balances, researching discrepancies, and preparing related reports.
  • Maintains and monitors inventory, vendor contracts and/or supplies for assigned area. Tracks, orders, stocks and distributes supplies. Collects and distributes mail and prepares outgoing mail. Completes copying, faxing, collating and binding requests.
  • Organizes, files and maintains storage of documents. As assigned, reviews file storage and purges files according to document retention procedures.
  • Assists with special projects or events which may require gathering, researching, reviewing, tracking, comparing, verifying and maintaining data; preparing announcements, publications and other program materials.
  • Demonstrates regular and reliable attendance.
  • Performs other related duties as assigned.
Qualifications

Required:
  • High school diploma or GED and one (1) year office or customer service experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
Knowledge of and skill in applying:
  • Recordkeeping methods of assigned area;
  • Customer service principles;
  • Data entry methods;
  • Basic mathematical concepts;
  • Modern office equipment.
Skill in and ability to:
  • Provide customer service;
  • Organize and maintain files;
  • Handle multiple tasks simultaneously;
  • Draft correspondence;
  • Prepare basic reports;
  • Research and reconcile data;
  • Update and maintain data records;
  • Utilize a computer and relevant software applications;
  • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
Supplemental Information

Education
Any required education must come from an accredited college or university whose accreditation is recognized by the U S Department of Education or the Council for Higher Education Accreditation (CHEA) or foreign equivalent.

Application Instructions
To be considered for this vacancy, you must apply online via
  • The online application must include a chronological work history and/or education, applicants must also attach resumes and/or cover letters as required to be considered for this position.
  • A letter of interest must clearly describe how you meet the QUALIFICATIONS as listed.
  • At least 3 professional references to include a current or recent supervisor with names, phone numbers and email addresses.
READ THE FOLLOWING INFORMATION COMPLETELY:
  • Carefully review your application for accuracy, spelling and grammar before submitting.
  • Please ensure that your work history has been updated to include employment end dates as applicable.
  • The initial screening of applications will be solely based on the information provided in the supplemental questions and the content and completeness of the "work experience" and "education" sections of your application at www.piercetransit/careers/.
  • A resume will not substitute for completing the "work experience" section of the application.
  • All information may be verified and documentation may be required.
For questions regarding this recruitment or assistance with the application process, please contact Pierce Transit Employee Services @ 253-###-#### or ...@piercetransit.org

If you are having technical difficulties creating, accessing or completing your application, please call NEOGOV toll-free at (855) ###-#### or email ...@neogov.com.

Pierce Transit Is An Equal Employment Opportunity Employer
Pierce Transit has a strong commitment to the community we serve and our employees. As an equal opportunity employer, we strive to have a workforce that reflects the community we serve. 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.

Pierce Transit's Equal Employment Opportunity (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.

Paid Leave:
Full-time Pierce Transit employees receive 10 paid holidays, 2 personal paid holidays, 6 days of major sick leave, and 22 days of paid time off (PTO) per year. Part-time employees receive pro-rated leave, to include major sick leave, PTO, and holiday pay. PTO accrual rates increase per policy.

Employees may be considered for recognition leave and merit increases as part of the performance evaluation process.

Insurance Plans:
Pierce Transit employees and their dependents (including domestic partners) may elect a medical (includes vision) and dental plan. Medical and dental benefits begin the first day of the month following date of hire. Employees may also participate in a flexible spending account for eligible health care and dependent care expenses.

Basic life insurance as well as AD&D insurance coverage is provided by the employer at no cost to the employee. Employees may elect to purchase additional coverage. Additionally, long-term disability insurance is provided by the employer at no cost to the employee in the event an employee cannot work due to a covered illness or injury (some limitations apply).

Retirement Plan:
All employees of Pierce Transit are required to participate in the Washington State Public Employees' Retirement System (PERS). Employees are not covered under the Social Security System except for a 1.45% payment for Medicare.

For those eligible employees who were previous members of the Tacoma Employees' Retirement System (TERS), continuation of participation in that system may be permitted. Those employees will be required to contribute to the Social Security System and Medicare.

Deferred Compensation Plan:
Employees are eligible to participate in a 457 savings plan with an employer match of up to 4.25% of annual compensation.

Hours of Work:

Most Pierce Transit employees have a 40-hour workweek; however, positions may require shift work, overtime, and weekend work. Alternative work schedules and teleworking are available subject to department approval.

Probationary Period:
All regular employees are subject to successful completion of a probationary period of six months, unless the position is listed as "at-will."

Employee Wellness Program:

Pierce Transit offers a robust Employee Wellness Program to assist employees in developing and maintaining a healthy lifestyle. Incentives may be available for successful completion of Wellness activities. Additionally, an Employee Assistance Program (EAP) is available at no cost to the employee.

Tuition Reimbursement:
Pierce Transit offers reimbursement of tuition costs for successful completion of pre-approved courses once the employee has completed probation.

Student debt and how working for Pierce Transit can help
Employees may be eligible for the Public Service Loan Forgiveness (PSLF) Program, which forgives the remaining balance on your Direct Loans after you have made 120 qualifying monthly payments under a qualifying repayment plan while working full-time for a qualifying employer. See for more details.

01

Please select the answer that best describes your experience supporting a high-level manager or executive:
  • I have less than one year of experience
  • I have one to two years of experience
  • I have three to four years of experience
  • I have five or more years of experience

02

Do you have experience working in a maintenance or facilities type of environment?
  • Yes
  • No

03

Do you have public transit experience?
  • Yes
  • No

04

Outlook - Which one of the following best describes your highest level of experience with Microsoft Outlook?
  • BASIC: Compose and send email messages
  • INTERMEDIATE: Organize email messages into folders; manage contacts and contact information; schedule meetings/appointments; and manage tasks and notes.
  • ADVANCE: Customize message options; create signatures; create/manage distribution lists; track, record, and modify work activities; customize toolbar, menu bar, quick access, and to-do bar
  • EXPERT: Able to use and train others in all Outlook functions listed above.
  • I do not have enough skills to meet the definition of the basic level

05

Communication - Which of the following "BEST" describes your ability to clearly communicate complex information both verbally and in writing to a diverse audience, and convey clear, timely, persuasive messages that positively influence the thoughts and actions of others
  • Willing (Little or no experience or training regarding this competency, but interested and willing to learn.)
  • Developing (Developing knowledge and skills regarding this competency through completion of an employer-sponsored training or higher education program, OR, through at least 6 months of experience applying this competency in the workplace.)
  • Skilled (Successfully and regularly apply this competency in the workplace. Recognized by others as demonstrating exceptional knowledge and skills regarding this competency. Generally, this is achieved through 2 or more years of experience.)
  • Expert (Application of this competency is polished to excellence and is extensive in nature. Recognized by others as demonstrating exceptional knowledge and skills regarding this competency. Generally, this is achieved through 3 or more years of experience.)

06

Multi tasking - Which one of the following best describes your work experience in an environment where you were responsible for PERFORMING SEVERAL TASKS SIMULTANEOUSLY while having continual interruptions? Examples: Supporting professional staff having competing deadlines, directing calls or visitors, processing paperwork, scheduling meetings, and making travel arrangements.
  • I have less than 12 months of this type of experience.
  • I have 12 to 24 months of this type of experience.
  • I have 25 to 36 months of this type of experience.
  • I have 37 to 47 months of this type of experience.
  • I have 48 months or more of this type of experience.
  • I do not have this type of experience

07

Office Exp - Please identify your years of experience performing office and administrative support duties including greeting clients, answering phones, drafting and responding to correspondence, faxing and sorting/distributing incoming mail:
  • I have no experience in this area.
  • I have less than 1 year of experience
  • I have 1+ to 2 years of experience
  • I have 2+ to 3 years of experience
  • I have 3 or more years of experience

* Required Question


* Estimated salary


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