Term Limited - Administrative Assistant - Parts

Overview

Under general supervision, you will deliver essential administrative, fiscal, and operational support to the Parts Inventory Manager. Serving as the central administrative hub for the Parts division at our Kasch Park location, you will also provide supplementary support to Vehicle Maintenance personnel as needed. In this dynamic role, you will facilitate departmental accounting processes, manage represented staff timekeeping, and assist with processing warranty claims.

You will act as the vital link between Parts, vendors, and Accounts Payable, ensuring accurate financial exchanges and maintaining strict compliance with agency policies and labor agreements

• Term-Limited Position: This position is funded as a term-limited assignment with a minimum duration of 12 months. Based on organizational needs and continued funding, the assignment may be extended for up to an additional 12 months. Appointment to this position does not guarantee continued employment beyond the term-limited assignment. If a regularly funded position becomes available during or following the assignment, the incumbent may be appointed to the position, subject to organizational policies, applicable employment requirements, and business needs.
  
  There is no guarantee of continued employment or appointment to a regular position.

Key Responsibilities:

• Perform a wide range of duties critical to maintaining and processing invoices and verifying receipts for pre-approval. Resolve discrepancies and ensure transactions are recorded to agency standards. Many transactions are time sensitive in nature and directly impact employee engagement. Protect the confidentiality of sensitive or privileged information. Track credits and returns. Review and update BPO/CPO records, process People Soft requisitions, and reconcile the monthly P-Card statement.
• Provide basic, on-site administrative support to Parts staff at Kasch Park (WH2 and WH3), while serving as a secondary support resource for the Vehicle Maintenance division as needed. Maintain office supplies for the area. Manage communications and meeting documentation, including note taking and support for follow-up actions.
• Serve as a backup to the Sr. Coordinator of the Parts sub-division in these duties:
  Travel coordinator for tasks such as completing travel authorizations, making travel arrangements and reconcile expense claims. Maintaining the Automotive Service Excellence (ASE) credentialling and assigned location uniforms. Submitting and managing Parts specific facilities work orders.
• Supports Parts Inventory Manager in developing annual budget. Monitor expenditure and help to forecast the funds needed for staffing, equipment, materials and supplies to support divisional requirements.
• Assists Parts Inventory Manage or Designee by collecting, researching, and analyzing procurement information. Oversees audit and contract compliance. Monitors contract pricing, service requirements, and maintains quote files.
• Performs other duties of a similar nature or level as assigned including supporting Accounts Payable data entry and filing annual archives as needed.

Minimum Qualifications

• 3 years of general administrative experience; an associate degree in office occupations, business, or a closely related field may substitute for 18 months of this experience. A bachelor’s degree in business administration, or a directly related field may substitute for 3 years of experience.
• 2 years of experience performing highly detailed work involving sensitive or privileged information.
• Proficiency with Microsoft Office tools.

An equivalent combination of education and experience to successfully perform job duties is also accepted.

Knowledge Requirements

• General office procedures, practices, and etiquette.
• Grammar, punctuation, and spelling.
• Customer service techniques.
• Procedures for handling sensitive or confidential documents.

Skill Requirements

• Fostering an inclusive workplace by upholding Community Transit’s core values in support of the organization’s vision and mission. Inspiring team commitment, pride, and trust while promoting cooperation and motivating members to achieve shared goals.…