GENERAL PURPOSE: 

The ideal candidate coordinates and administers division initiatives and projects, performs business and process improvement analysis, supports the implementation of the department’s business and organizational plans, processes, and methods, and performs highly complex/advanced administrative initiatives and assignments; serves as liaison between division staff and special projects staff to ensure project schedules and deliverables; develops tools to monitor and improve Support Services processes in order to effectively support department and Agency goals. Organizes and participates in coordinating division programs, committee meetings, special projects, and provides documentations for those meetings and events; coordinates departmental budget development and quarterly financial reporting; coordinates communications with other agency departments, divisions, and outside agencies on behalf of the deputy executive director and the department; coordinates department status report for executive director, CEO and deputy CEO; and division personnel processes.

ESSENTIAL FUNCTIONS:

The following duties are 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.

• Develops and administers division initiatives and projects; takes assignments from original concept through final implementation.

• Works with department/division managers and staff to formulate, implement and sustain effective programs, procedures and process improvements.

• Serves as liaison between Operations divisions and special project staff to ensure projects schedules and deliverables; assists or partners with project staff to develops tools /reports to track and monitor projects/programs progress

• Collects and /or develops and/or maintains relevant project data and key project/program information and documentation

• Collaborates and assists with other professionals to research, analyze or resolve complex transit design issues

• Analyzes and interprets collected data and information related to transit operations, such as industry standards, policies and sustainable transit operation strategies

• Facilitates major stakeholder communications and prepares visual aids for public meetings and reports

• Performs and/or coordinates administrative/technical duties for a deputy executive director or other similar level position within the department; researches and composes documents and/or correspondence for review/signature; prepares selected correspondence, manuals, reports as directed;

• Serves as first point of contact between the division/department and external entities; provides information and assistance including responding to sensitive requests for information and assistance, and supporting documentation on issues that have a high impact on the  Agency;

• Coordinates and assists with a variety of department personnel related functions including handling confidential employee information, and ensures smooth process of onboarding new employee.

• Coordinates staff travel including completion of travel preauthorization form, travel expense claim and travel card reconciliation;

• Manages the deputy executive director’s office organization and filing, which includes highly sensitive files; ensures compliance with records management policies and procedures; responsible for SharePoint site organization and updates; and plans and organizes department events.

• Performs special assignments to include research, gathering records for public disclosure, providing documents for construction claims and/or discovery for litigation; manages project deadlines, files and information for condemnation, cost recovery project and other issues as needed; serves as liaison for outside counsel for information gathering;

• Administrative support functions include but are not limited to:  meeting, workshop, and training session coordination for various groups and committees; preparation of agendas; note taking, transcribing, and assuring proper distribution of minutes; composing and proofreading a wide variety of reports, memoranda, correspondence, agreements, presentations and other materials; maintaining calendar of activities for assigned projects and staff; screening office calls, visitors and mail.

• Provides support to the Deputy Executive Director and others as assigned; serves on a variety of committees as assigned; attends and participates in professional group meetings.

• Champions and models Sound Transit’s core values and demonstrates values-based behaviors in everyday interactions across the agency.

• Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit’s Equity & Inclusion Policy.

• It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.

• It is the responsibility of all employees to integrate sustainability into everyday business practices.

• Other duties as assigned.

MINIMUM QUALIFICATIONS:

Education and Experience:

Bachelors Degree (Master’s Degree preferred) with verifiable courses work in research methods, program management, statistics, analytics and/or four years of experiences providing management support functions in transportation planning, operations or closely related fields, and special projects; OR an equivalent combination of education and experience.

Required Licenses or Certifications:

None.

Required Knowledge and Skills:

• Business and project management principles

• Knowledge of computer systems and applications, modern office procedures and methods, such as MS Office Suites, and statistical databases;

• Knowledge of operational characteristics, services, and activities of assigned functions, programs, and departmental operations.

• Work organization and office management principles and practices.

• Processes, procedures, and practices of budget preparation and administration.

• Customer service and public relations methods and techniques.

• Pertinent federal, state, and local laws, codes, and regulations.

• Basics principles and practices in establishing and maintaining files and information retrieval systems.

• Communication techniques and strategies to facilitate responding to inquiries

• Administrative practices for office management.

• Basic principles of business letter and report writing.

• Principles and procedures of record keeping.

• Active learning: skills in understanding the implications of new information for both current and future problem solving and decision making.

• Analytical thinking: skills in analyzing data and/or information to address issues and problems

• Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.

• Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups and the general public.

• Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.

• Understanding the organization and operation of the Agency and of outside agencies as necessary to assume assigned responsibilities.

• Applying principles and practices specific to department and area of assignment.

• Demonstrating a positive customer service orientation with both internal and external clients.

• Performing responsible and difficult administrative support duties involving the use of independent judgment and personal initiative and resourcefulness.

• Participating in the preparation and administration of assigned budgets.

• Researching, compiling, analyzing, and interpreting data.

• Preparing clear, concise reports, correspondence and memoranda.

• Implementing and maintaining filing systems.

• Planning and organizing work to meet changing priorities and deadlines.

• Applying appropriate oral and written communication techniques to various individuals.

• Working cooperatively with other departments, Agency officials, and outside agencies.

• Interpreting and applying applicable federal, state, and local policies, laws, and regulations as it pertains to assigned area.

Physical Demands / Work Environment:  

• Work is performed in a standard office environment.

• Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.

• The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.

Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action 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. 

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)