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Transit Administrative Support Specialist III

Transit Administrative Support Specialist III

King CountySeattle, WA, United States
1 day ago
Salary
$62,566.40–$79,331.20 yearly
Job type
  • Full-time
  • Part-time
Job description

Salary : $62,566.40 - $79,331.20 Annually

Location : Seattle, WA

Job Type : Special Duty Assignment or Term Limited Temp (TLT)

Job Number : 2025SW23812

Department : MTD - Metro Transit

Division : Mobility

Opening Date : 02 / 20 / 2025

Closing Date : 3 / 6 / 2025 11 : 59 PM Pacific

FLSA : Non-Exempt

Bargaining Unit : C2 : PROTEC17-Transit Admin Support

Full- or Part-Time : Full Time

Summary

About Metro Transit's Mobility Services Mobility Services operates in the Contracted Services section of King County Metro Transit and provides many public transportation services beyond traditional Metro bus service. Established services fill transportation gaps and include public rideshare (Vanpool) and community-based and flexible services (DART, CAT, Community Van, and Metro Flex). Mobility Services partners with jurisdictions, schools, employers, neighborhoods, and community groups to provide innovative services bringing service to areas of King County without the infrastructure, density, or land use to support traditional Metro bus.

Mobility Services is seeking a self-motivated individual with office administration experience, good judgement, and an eye for accuracy to provide administrative support to the Mobility Services Supervisor and staff on the Mobility Services (MS) and Finance & Performance (FP) work teams throughout Contracted Services (CS).

There are four core task area expectations for the Transit Administrative Specialist III position in Mobility Services which include 1) office administration, 2) fiscal control, 3) customer service and 4) clerical duties, detailed below.

This position reports directly to the Supervisor of Mobility Services and provides administrative support needs for staff in Mobility Services and Finance Performance (FP) which includes approximately 42 positions representing five distinct Local 17 contracts. Mobility Services staff work 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 the Contracted Services Administrator I, during absences.

This recruitment will be used to fill one SDA / TLT position that is expected to last up to 6 months and may be extended. In addition, this selection process may be used to generate an eligibility pool for future SDA / TLT vacancies that may occur in this classification within this workgroup. The eligibility pool will be retained for 12 months from the date of posting and may be used at the discretion of the hiring authority.

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; 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, receive packages, and distribute them.
  • Help keep staff aware of administrative requirements.

Fiscal Control

  • 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 the receipt of goods purchased on-line. 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

    • Customer Service

  • Maintain detailed information in Confidential Personnel Files.
  • Provide responses to customers and staff over the telephone, via email, in writing and / or in person.
  • Act as liaison for all office management needs or concerns with staff, internal departments, or vendors.
  • Coordinate payroll issues for staff.
  • Facilitate UPS, delivery, and messenger service needs of staff.

    • Clerical Duties

  • 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.

    • Other Duties as Assigned.

    Experience, Qualifications, Knowledge, Skills

    We are looking for candidates who meet the following minimum qualifications :

  • Three years of experience providing administrative support, including : schedule management, routing decision memos, and tactfully keeping tasks moving.
  • Three years of 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 year of demonstrated experience with accounts payable operations including charge coding and tracking by project and budget charge reconciliation for multiple projects using Oracle EBS or similar.
  • Clear communicator both verbally and in written form.
  • Demonstrated high 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 systems and processes to get things done, and proactively assisting others.
  • Demonstrated ability to use sound judgement and diplomacy in making independent decisions.
  • Ability to stay organized and detail oriented without losing sight of the big picture.

    • Desirable Qualifications

  • Experience with PowerPoint, SharePoint, OneDrive, PeopleSoft (or similar), Content Manager / LaserFiche (or similar).
  • Working knowledge and proficiency using online meeting platforms such as Zoom, Google Meet, GoToMeeting and others.
  • Working familiarity with converting files to DocuSign.
  • Experience with payroll and timekeeping functions, ensuring timely and accurate payroll processing and tracking FMLA / KCFML / Paid Parental Leave usages and time balances.
  • Experience with travel booking software such as SAP Concur.
  • Working knowledge of Mobility Services programs and services.
  • Experience making authorized purchases via P-Card or company card.

    • Supplemental Information

    Required Application Materials

  • An online employment application
  • Resume
  • Cover letter
  • Answers to all supplemental questions

    • Applicants will be screened for competitiveness, completeness, and written communication skills. The most competitive candidates may be invited to participate in testing and one or more interviews. Final offers are contingent on successful completion of reference checks and / or file review. Current Career Service represented TASS III and applicants in this bargaining unit will receive first consideration.

    Work Location

    The work associated with this position will be hybrid with a combination of teleworking and onsite work as needed. The office location is at King Street Center (201 S. Jackson St., Seattle, WA). Employees must reside in Washington state and within a reasonable distance of their King County worksite to respond to workplace reporting requirements.

    Work Schedule

    The work week is normally 40 hours, Monday through Friday. Alternative work schedules may be possible. This position is non-exempt from the provisions of the Fair Labor Standards Act, and therefore is eligible for overtime pay.

    Union Membership : PROTEC 17

    Job Code : 421801

    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 : Sianna Weicuss,

    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.

    The Executive Branch includes employees in the Executive branch, the Assessor's Office, Elections, the King County Sheriff's Office, and the Executive Office . 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 :

  • Excellent medical, dental, and vision coverage options : King County provides eligible employees with options, so they can decide what's best for themselves and their eligible dependents
  • 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 : eligible King County employees may 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
  • 12 paid holidays each year plus two personal holidays
  • Generous vacation and paid sick leave
  • Paid parental, family and medical, and volunteer leaves
  • Flexible Spending Account
  • Wellness programs
  • Onsite activity centers
  • Employee Giving Program
  • Employee assistance programs
  • Flexible schedules and telecommuting options, depending on position
  • Training and career development programs

    • For additional information about employee benefits, visit our

    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.

    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.

    Are you a current Career Service TASS III applying for a lateral SDA opportunity?

    Are you applying as a current Career Service employee represented under PROTEC 17 that has passed their initial probationary period?

    Please identify which of the minimum qualifications for this position you possess. (Please check all that apply)

  • Three years of experience providing administrative support, including : schedule management, routing decision memos, and tactfully keeping tasks moving.
  • Three years of 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 year of demonstrated experience with accounts payable operations including charge coding and tracking by project and budget charge reconciliation for multiple projects using Oracle EBS or similar.
  • Clear communicator both verbally and in written form.
  • Demonstrated high 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 systems and processes to get things done, and proactively assisting others.
  • Demonstrated ability to use sound judgement and diplomacy in making independent decisions.
  • Ability to stay organized and detail oriented without losing sight of the big picture.
  • None of the above, but willing to learn.

    • Please identify below which, if any, of the desired qualification for this position you possess. (Please check all that apply)

  • Experience with PowerPoint, SharePoint, OneDrive, PeopleSoft (or similar), Content Manager / LaserFiche (or similar).
  • Working knowledge and proficiency using online meeting platforms such as Zoom, Google Meet, GoToMeeting and others.
  • Working familiarity with converting files to DocuSign.
  • Experience with payroll and timekeeping functions, ensuring timely and accurate payroll processing and tracking FMLA / KCFML / Paid Parental Leave usages and time balances.
  • Experience with travel booking software such as SAP Concur.
  • Working knowledge of Mobility Services programs and services.
  • Experience making authorized purchases via P-Card or company card.
  • None of the above, but willing to learn.

    • MTD -Do you have any relatives who work for King County's METRO Transit Department?

    MTD - If you answered "yes" to the previous question, please provide the Division of King County Metro that they currently work in. Select all that apply.

  • Bus Operations Division
  • Capital Division
  • Employee Services Division
  • Facilities Division
  • Finance & Administration Division
  • General Manager's Office
  • Marine Division
  • Mobility Division
  • Rail Division (including Streetcar)
  • Safety, Security & Quality Assurance
  • Vehicle Maintenance
  • I do not know which Division my relative works in at Metro Transit
  • I do not have a relative that works for King County Metro

    • MTD - Are you applying to this position as an eligible current or previous King County Employee Priority Placement Program Participant? ANDIs this position the same or lower percentage of full-time when compared to the position held at the point of the notification of layoff? ANDDo you possess the skills and abilities to qualify for this position?

  • Yes, I was given a layoff notice from my Career Service role at King County and I am within two years of the effective date of my layoff. Additionally, the position I was laid off from was the same or a higher percentage of FT status when compared to this one.

    • MTD - If you answered yes to the question above and you are applying for this position as a Priority Placement Participant, to be considered, you must provide the following three pieces of information in the space provided : 1. The title you held when you received your layoff notice2. The department you worked in3. The effective date of your layoff

    I 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.

    Required Question