Community Transit Looking for Receptionist / Office Assistant at Everett, WA  Full Time

Under general supervision, provides the first point of contact for visitors, guests, and vendors. Greets, welcomes, and directs visitors. Schedules and assists staff with check-out of agency vehicles; accepts and processes bid proposals from vendors; opens and distributes mail; coordinates delivery services; reviews, processes, and mails various checks; prepares bank deposits; schedules conference rooms; and provides a variety of secretarial support services including data entry, word processing and records management.

Welcomes visitors, guests, and vendors; provides badges for visitors; directs callers and visitors to appropriate personnel. Works closely with the Ride Store staff and other agency staff to resolve customer concerns and follows up to ensure timely resolution.
1. Receives, sorts and scans checks. Logs checks and prepares bank deposits. Reviews checks for final mailings. May sort, consolidate and distribute a variety of other financial documents.
2. Assists with the staff vehicle program by scheduling vehicle usage, and by monitoring the Vehicle Use Log for each staff vehicle to ensure that vehicles are returned, that all vehicle usage is logged and that logs are sent to the Maintenance and Risk Division managers.
3. Schedules conference rooms.
4. Opens incoming mail, sorts, and date-and-time stamps and distributes mail. Distributes confidential mail appropriately. Makes arrangements for special delivery services as needed. May provide back-up mail delivery/distribution in the absence of the Office Assistant.
5. Accepts legal documents. Following procurement guidelines, accepts bid proposals from vendors, date-and-time stamps proposals and forwards them to Purchasing staff. Distributes Requests for Proposals (RFPs), drawings and other procurement documents to vendors, as required.
6. As assigned, performs a variety of general administrative tasks for the Administration Department including: data entry, word processing and records management, some of which may be of a confidential nature. May assist other departments by providing administrative support for projects.
7. Performs other duties of a similar nature or level.

Minimum Qualifications

1. Two (2) years of experience as a receptionist or office assistant, including general office experience.
2. Two (2) years of experience performing work for or dealing directly with the public.
3. Computer Experience using Microsoft Office Suite of programs (Outlook, Word, PowerPoint, and Excel).
4. Possess a valid Washington state driver’s license and successfully pass a motor vehicle records check.

An equivalent combination of education, skills, and experience sufficient to successfully perform the essential duties of the job such as those listed above may be considered.

Entry Requirements for: Knowledge and Skills

Qualification to enter this position requires knowledge of the following:

1. English language grammar, punctuation, and spelling at a high school graduate level.
2. Microsoft Office applications, including Word, PowerPoint, and Excel.
3. Office administration and business procedures.
4. Principles and processes for providing customer service for internal and external customers. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Qualification to enter this position requires skill in:

1. Keyboarding, data entry and word processing.
2. Communicating and maintaining interpersonal relations with coworkers, supervisors, and the public.
3. Reading, writing, comprehending, and communicating in English.
4. Communicating verbally in a clear, concise, and professional manner. Communicating in writing through accurate grammar, punctuation, and spelling. Drafting correspondence.
5. Office administration and business procedures.
6. Providing customer service to others, teamwork and collaboratively and tactfully working and interacting with others in a friendly and professional manner.
7. Appropriately handling stress and interactions with others.
8. Working both independently and in teams.
9. Remaining adaptable to rapidly shifting priorities.
10. Exercising professional judgment.
11. Following established safety policies and procedures.
12. Remaining calm and composed.
13. Time Management, handling confidential information, multi-tasking, and prioritizing.
14. Fostering an inclusive workplace where diversity, equity and inclusion is valued and leveraged to uphold agency Core Values and achieve the vision and mission of the organization.

Physical Requirements

Work Conditions: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrist, hands, and/or fingers. The worker is required to have close visual acuity to perform any activity such as preparing and analyzing data and figures; transcribing, viewing a computer terminal, extensive reading.

Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to move throughout the building and between buildings at different locations. Sitting – Computer use, attend meetings, compiling, analyzing, and assembling information. Must be able to complete tasks in a noisy environment. Must be able to adhere to process protocol.

Application and Selection Process:

• Only on-line applications accepted.
• Applicants for this job may be considered for other openings up to six months after the date this position is filled.
• Applicants who meet the minimum requirements may be asked to provide a portfolio sample of work, scheduled for an interview as well as a variety of tests to demonstrate knowledge and skills for the position. The evaluation process may include interviews, background checks, reference checks and various performance tests.

Employee Benefits:

Employees (and their families) are covered by medical, dental, vision, basic life and disability insurance. Employees participate in the Public Employees Retirement System (PERS) and have the option to enroll in the agency’s deferred compensation plan. In addition to WA Paid Sick Leave, employees in this position, accrue nineteen (19) days of Paid Time Off (152 hours) in their first year and receive nine (9) paid holidays throughout the calendar year. Full list of all benefits and details can be found here.

If you have a family member, or share the same living quarters of a current Community Transit employee, please let your Human Resources Recruiter know as your eligibility for this position will be affected.

Community Transit provides a tobacco-free and drug-free work environment. As a recipient of federal funds, Community Transit is an Equal Opportunity Employer and does not unlawfully discriminate on an basis prohibited by Federal, State or Local law. We value and encourage diversity in our workforce. EOE AA M/F/Vet/Disability. Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, protected veteran status or disability.