Salary range is $21.63 to $40.86 per hour, with a midpoint of $31.25.  New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.

GENERAL PURPOSE: 

Under general direction, the Senior Coordinator provides administrative, technical and task management support to Executive Director, Director, Manager, or supervisor by performing independent administrative functions, scheduling and calendar management for others; uploading and updating SharePoint sites; researching, analyzing and compiling data; handling sensitive or confidential information; developing, producing and updating reports on weekly, bi-weekly, or monthly basis; managing office equipment, supplies, service requests, etc. for the assigned team; providing overall management of department/division new employee onboarding and exiting process; scheduling meetings and leading meetings as assigned; helping manage implementation division/department goals and initiatives; provides general administrative support to other department staff.

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.

• Monitors, tracks and helps implement work on department/division initiatives, goals and projects as assigned.

• Seeks process improvements and self-initiates proposals for improvements in department/division organizational work.

• Helps develop and manage logistics for department or division retreats, workshops, trainings and other similar meetings.

• Assists Executive Director, Director, Manager or supervisor in tracking and prioritizing tasks and commitments.

• Coordinates the administrative support functions for the assigned director, manager or supervisor; coordinates office processes; creates E1 requisitions ; process invoices; coordinates purchase card and reporting processes; monitors and maintains office equipment; submits service tickets,  orders supplies; renew staff memberships and certifications; payment support for conferences, meetings, and registrations.

• Prepares travel pre-authorization request and travel expense claims for various staff; ensures compliance with Sound Transit travel policies.

• Provides meeting coordination support for staff; handles meeting logistics such as conference room reservations; offsite meeting space rentals; prepares appropriate materials and supplies as requested. Takes meeting notes and organizes meeting documents.

• Provides general support for staff within the division and internal and external customers of the division.

• Coordinates onboarding of new staff and co-located consultant staff; submits required IT forms, and ensure compliance with Sound Transit policies and procedures.

• Establishes and maintains permanent hard files and electronic copies of department/division files. Coordinates with DECM Document Control for compliance with required retention regulations.

• Serves on a variety of committees as assigned; stays informed of processes and procedures and relays that information to others as appropriate.

• Serves as the backup support to Executive Director, Director, or Deputy Director in the absence of other administrative staff.

• 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:

Associate’s degree in related field and three years of experience providing high level administrative support functions for a manager/director or similar level in a large department or complex program/project of an organization that includes coordinating administrative functions such as schedules, budget/procurement, and special projects including preparation of communication, organizational and logistical materials; OR an equivalent combination of education and experience.

Required Licenses or Certifications:

None.

Required Knowledge and Skills:

• General principles, practices, and procedures of business administration and public administration.

• Work organization and office management principles and practices.

• Project management principles and practices for smaller projects and initiatives.

• 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.

• Principles and practices used in establishing and maintaining files and information retrieval systems.

• Communication techniques and strategies to facilitate responding to inquiries and routing calls and customers to the appropriate staff member.

• Principles and practices for office management, business communications and record keeping techniques to work effectively under pressure, meet deadlines and adjust to changing priorities.

• Operate office equipment and using computer applications such as SharePoint, MS Word, Excel and PowerPoint.

• English usage, spelling, grammar, and punctuation.

• Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases.

• Performing role in a proactive and independent manner with minimal supervision.

• Ability to self-direct work, report back to team on progress, seek out new assignments and anticipate needs of the division and staff.

• Understanding the function and work of the division enough to independently lead initiatives, meetings and work with cross department staff, with minimal manager involvement.

• Providing technical expertise and assistance in administering the project management functions for a variety of programs and projects with minimal need for correction or rework.

• Collecting, evaluating, and interpreting information and data from multiple sources.

• Conducting research and analysis and providing appropriate recommendations based on findings.

• Preparing clear and concise analytical, administrative, and financial reports.

• Assisting with budget preparation and administration. Monitoring department/division operating budgets, costs and schedules.

• Maintaining confidentiality of sensitive information.

• 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.

• Researching, compiling, analyzing, and interpreting data.

• Preparing clear, concise reports, correspondence, and memoranda.

• Implementing and maintaining filing systems.

• Typing and entering data, taking and transcribing dictation at a speed necessary for successful job performance.

• 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.

Preferred Knowledge and Skills:

• Basic ability to read construction drawings.

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)