TriMet in Portland, Oregon is seeking a Senior Administrative Assistant for our Rail/Maintenance of Way team!

Description:

Under minimal supervision, provides administrative support and coordination for a department or division, by prioritizing, directing, and responding to business matters involving administrative functions. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and events. Uses initiative and advanced knowledge of administrative skills, methods and practices and some innovation, analysis, and reasoning to choose appropriate alternatives from among pre-defined policies and procedures to complete work that includes successive steps and involves some non-routine problems and/or decisions but generally not complex. May train, coordinate work of other administrative or temporary staff.

The Senior Administrative Assistant is distinguished from the Administrative Assistant (intermediate-level) in that the Senior has more independence, provides budget and contract support, and overall administrative support to a department or division, whereas the intermediate-level does not support a division and does not provide budget or contract support.

Ensure a commitment to safety through consistent and professional behaviors in performance of job requirements that demonstrate safety is a fundamental value that guides all aspects of our work.  Perform related duties as required.

Serve as a good steward of TriMet by regularly utilizing our transit system to maintain a strong and current understanding of customers’ experiences and of TriMet’s  product and service offerings.

Essential Functions

1.  Independently responds to and composes various correspondence.  Draft, edits, proofreads, letters, emails, reports, presentations, etc. Drafts policies, procedures and processes for management approval.  Creates forms, charts, tables and spreadsheets involving data manipulation from one or multiple sources; performs intermediate-level analysis, which includes basis statistics and math.  Data entry of information into spreadsheets and databases. Runs reports from spreadsheets and databases. Assists in the preparation of contracts.

2.  Manages supervisor's and/or department calendar which may include complex scheduling arrangements involving multiple parties and conferences, travel, etc. Sets-up and cancels meetings based on knowledge of subject and attendees. Coordinates large scale and/or complex events and ensures that all logistics such as advertising, registration, speakers, travel arrangements, venues, catering, technology, etc. have been completed.

3.  Processes accounts payables and/or receivables; resolves discrepancies. May enter, track, and maintain documentation and logs of financial transactions ensuring that charges have posted to appropriate accounts.

4.  Assists with reconciliation of accounts; reviewing budget statements, investigating and resolving discrepancies and preparation of budget reports and spreadsheets. Provide support and assistance in preparing department or program budget. Maintain accounting balances for grants/contracts.

5.  Provides information via phone, e-mail, mail, etc. May represent supervisor in routine/standard situations with various levels of contacts both internally and externally. Provides routine information on department or division policies, processes or procedures.

7.  Prepares and maintains electronic and hard-copy files.  May serve as Divisional Records Governance Liaison.

Position Requirements

HS diploma or equivalent is required.

Course work in business administration or office management desired.

A minimum of four (4) years total credited experience*.

Four (4) years of experience in a responsible administrative or secretarial position is required.

Or any equivalent combination of training or experience.

*The amount of credit a candidate receives for prior years of experience is based on the relevancy of that experience to the required or preferred prerequisites of the job description. Experience is prorated based on hours worked. LRHR assigns and validates the "credited experience".

Selection Criteria

1. General office procedures and practices.

2. Grammar, punctuation, spelling and formatting with emphasis on attention to detail.

3. Intermediate level PC skills using MS Office Suite (Word, Outlook, Excel, and PowerPoint).

4. Responding to inquiries from the public over the telephone and in person.

5. Work at a high-level of independence.

6. Organize and prioritize work and problem-solve.

7. Communicate clearly and effectively in writing and orally.

8. Establish and maintain effective working relationships with employees, management and the general public, including those from culturally diverse backgrounds, the elderly, persons with disabilities and/or other vulnerable populations.

9. Work in a fast-paced environment with multiple and changing deadlines, demonstrating strong organizational and time management skills.

10. Perform basic statistics and math.

11. Interpret, explain and apply relevant laws, rules and policies.

Type of Position / Grade / FLSA: 
Grade 9, Non Exempt, Non-Union, Full-Time

Salary Range:
Minimum: $46,342.00
Maximum: $69,512.00

Selection Process – Candidates will be selected based at a minimum on the result of:
1. Application Review (please include: Cover Letter and Resume)
2. Supplemental Testing
3. Panel Interviews
4. Reference Check 

Supplemental Information: 
Make sure you describe in detail how your education, training and work experience fit with this role. You are encouraged to attach a resume, cover letter, training certificates and/or letters of recommendation with your application. You are permitted five attachments of less than 5MB each.
 
Internal applicants: Information in your personnel file will not be used in lieu of information requested on your application. Incomplete applications will not be considered.

If you are a qualified veteran and would like to apply for veterans' preference points, you will need to reflect your status on the application and attach supporting documentation at the time of application submission.

If you need accommodation under the Americans with Disabilities Act for any part of the application process, contact our Human Resources staff at 503-962-7505, or the TTY line at 7-1-1. Note that we require a minimum of two workdays' notice prior to the need for accommodation.
 
TriMet is an equal opportunity employer, committed to developing an organization that is reflective of and sensitive to the needs of the diverse community we serve, including veterans, the elderly, and individuals with disabilities.

TriMet falls under the proposed vaccine mandate and while there is not a current mandate in place, any incoming employee must be willing to get vaccinated if/when the mandate becomes effective.

ADA Statement
As applied to the workplace, applicants and employees must be qualified to perform the essential functions of the job with or without reasonable accommodation. Essential functions may include required job functions performed infrequently as well as production standards related to the quality and quantity of work.

If a person with a disability could meet job qualifications with a reasonable accommodation, TriMet will work with the employee to accommodate the need. If TriMet's accommodation is effective in allowing the employee to perform the essential functions of the job, it need not be the employee's preferred accommodation.