Executive Assistant To Chief Planning Officer

Salary: $38.08 - $48.18 Hourly
Location : Lakewood, WA
Job Type: Full-time
Job Number: 70120-24
Department: Planning and Community Development
Division: Planning
Opening Date: 04/03/2024
Closing Date: 4/10/2024 4:00 PM Pacific
Description
Pierce Transit is an independent municipal organization, dedicated to fulfilling the mission of improving people's quality of life by providing safe, reliable, innovative, and useful transportation services that are locally based and regionally connected.
We are actively recruiting for a dynamic, customer service oriented Executive Assistant to support the Chief Planning Officer at Pierce Transit. This responsible, comprehensive administrative support position provides executive level confidential support and deals with highly complex and confidential matters, requiring an advanced level of professionalism, tact and diplomacy. The Executive Assistant in this position will work closely with the Chief Planning Officer while communicating, interacting and coordinating with a wide variety of groups to include internal staff, professional organizations and other external stakeholders. We are looking for candidates who have detailed experience in all aspects of administrative support to include calendar and email management, making travel arrangements, conducting and coordinating special projects and meetings, developing project agenda and guidelines, taking minutes, capturing action items and tracking for completion of action items, and delivering timely and quality customer service for division customers, stakeholders, and program administrative staff.
BENEFITS:
At Pierce Transit, our employees' health is important to us too!
That's why we offer two on-site gyms and an incredible Wellness Program in addition to excellent medical, dental, and vision packages.
If your career goals change while you are employed, we are here to help. Pierce Transit offers $5,000 per year (up to a total of $18,000) in Tuition Assistance after your one-year anniversary. Certifications, and career skills must be connected to a job at Pierce Transit.
All Pierce Transit employees are required to participate in the Washington State Public Employees' Retirement System (PERS). Pierce Transit offers two Public Employees Retirement System (PERS) plans to choose from, and , as well as a matching program for 457 deferred compensation.
Employees are not covered under the Social Security System except for a 1.45% payment for Medicare.
Pierce Transit provides an ORCA Card benefit for each employee and a family member. This benefit provides free access to service on Pierce Transit, Sound Transit, Community Transit, Everett Transit, King County Metro, Kitsap Transit, Seattle Monorail, Seattle Streetcar, King County Water Taxi and Kitsap Foot Ferry.
PAID LEAVE:
Full-time Pierce Transit employees receive 11 paid holidays, 2 personal paid holidays, 6 days of major sick leave, and 22 days of paid time off (PTO) per year. PTO accrual rates increase per policy.
If you're not currently living in the Lakewood-area, that's not a problem! We may be able to help with reimbursing up to $2,500 in moving expenses for those who physically relocate their primary residence to the Pierce/King/Thurston County area (substantiated with receipts). Washington State was recently recognized as being number 1 in the nation for quality of life; read more about that .
Essential Functions
The following functions are not intended to serve as a comprehensive list of all duties performed in this classification, only 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.

• Provides a variety of high-level administrative duties, including managing calendars, processing mail, screening phone calls, and proofreading documents.
• Prepares and maintains budget files for the current budget year. Provides regular updates to management team on actuals versus budget, makes recommendations. Prepares purchase requisitions and processes PO's.
• Assists with special projects or events, which may require gathering, researching, reviewing, tracking, comparing, verifying and maintaining data and preparing announcements, publications, and other program materials.
• Schedules internal and external meetings. Prepares agendas and attends meetings.
• Acts as the department's primary point of contact for internal/external customers, providing information/guidance on a variety of topics.
• Conducts research and provides analysis and recommendations. Provides data, summary, and related reports for special assignment or ongoing departmental needs.
• Maintains inventory of office supplies. Orders supplies and materials, as needed, and reconciles credit card statement.
• Facilitates office moves, coordinates staffing changes and equipment purchases.
• Displays regular and consistent attendance.
• Performs related work as required.

Qualifications
Minimum:

• Associate degree in related field, and
• Four (4) years of experience in progressively responsible administrative assistance.
• Experience may be substituted for education on a year for year basis.

Desired:

• Public sector experience.
• Transportation industry experience.
• Two (2) years of experience providing administrative assistance at an executive level.

Knowledge of:

• Agency policies and procedures
• Project management principles and processes
• Principles and practices of the budgetary process
• Principles and practices of record-keeping
• Accounts payable principles, timekeeping, and procedures
• Business English
• Standard office procedures
• Microsoft Office products

Skill in:

• Performing a variety of duties, often changing from one task to another of a different nature (multi-tasking)
• Customer service
• Communications (verbal and written)
• Data input and analysis
• Organizational/time management skills
• Attention to detail
• Computer and database skills
• Presentation creation
• Complex calendar management

Ability to:

• Prioritize work assignments to ensure completion within established timeframes and by expected deadlines
• Conduct specialized research
• Maintain the confidentiality of sensitive and confidential information
• Establish and maintain effective working relationships
• Meet schedules and deadlines of the work
• Follow verbal and written instructions

Competencies:

• Regularly meets expectations for work schedule, accomplishing assignments, and serving as a source of supply and support for the department, customers, and/or the organization.
• Demonstrates responsibility for, and handles accurately, the details associated with one's work. Working effectively and productively with others, sometimes in a team setting.
• Working cooperatively, effectively and productively with internal and external customers.
• Speaks, writes, and listens effectively in a variety of circumstances, sharing information and ideas with others.
• Independently performing and accomplishing assignments and serving as a source of supply and support for the department, customers, and/or the organization.
• Operates personal computer; accesses desired applications and utilizes needed programs, tools, and utilities.

LICENSING, CERTIFICATIONS AND OTHER LEGAL REQUIREMENTS

• Individuals must pass a background check.

Physical Requirements:

• The position involves sedentary work, such as exerting up to 10 lbs. of force occasionally, a negligible amount of force frequently, or constantly having to lift, carry, push, pull or otherwise move objects.
• Involves sitting most of the time, with common physical demands involving desk or office related work.

Working Conditions:

• This position works in an office environment relatively free from unpleasant environmental conditions or hazards.
• May require attendance at after-hour meetings.

Supplemental Information
Education
Any required education must come from an accredited college or university whose accreditation is recognized by the U S Department of Education or the Council for Higher Education Accreditation (CHEA) or foreign equivalent.
Application Instructions
To be considered for this vacancy, you must apply online:

1. The online application must include a chronological work history and/or education, applicants must also attach resumes and/or cover letters as required to be considered for this position.
2. Applicants must also attach a cover letter stating how they meet the qualifications for the position in order to be considered.
3. At least 3 professional references to include a current or recent supervisor with names, phone numbers and email addresses.

READ THE FOLLOWING INFORMATION COMPLETELY:

• Carefully review your application for accuracy, spelling and grammar before submitting.
• Please ensure that your work history has been updated to include employment end dates as applicable.
• The initial screening of applications will be solely based on the information provided in the supplemental questions and the content and completeness of the "work experience" and "education" sections of your application at
• A resume will not substitute for completing the "work experience" section of the application.
• All information may be verified and documentation may be required.

For questions regarding this recruitment or assistance with the application process, please contact Pierce Transit Human Resources at 253-581-8095 or jobs@piercetransit.org
If you are having technical difficulties creating, accessing or completing your application, please call NEOGOV toll-free at (855) 524-5627 or email .
Pierce Transit Is An Equal Employment Opportunity EmployerPierce Transit has a strong commitment to the community we serve and our employees. As an equal opportunity employer, we strive to have a workforce that reflects the community we serve. No person is unlawfully excluded from employment opportunities 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.
Pierce Transit's Equal Employment Opportunity (EEO) policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.
Paid Leave:
Full-time Pierce Transit employees receive 11 paid holidays, 2 personal paid holidays, 6 days of major sick leave, and 22 days of paid time off (PTO) per year. Part-time employees receive pro-rated leave, to include major sick leave, PTO, and holiday pay. PTO accrual rates increase per policy.
Insurance Plans:
Pierce Transit employees and their dependents (including domestic partners) may elect a medical (includes vision) and dental plan. Medical and dental benefits begin the first day of the month following date of hire. Employees may also participate in a flexible spending account for eligible health care and dependent care expenses.
Basic life insurance as well as AD&D insurance coverage is provided by the employer at no cost to the employee. Employees may elect to purchase additional coverage. Additionally, long-term disability insurance is provided by the employer at no cost to the employee in the event an employee cannot work due to a covered illness or injury (some limitations apply).
Retirement Plan:
All employees of Pierce Transit are required to participate in the Washington State Public Employees' Retirement System (PERS). Employees are not covered under the Social Security System except for a 1.45% payment for Medicare.
For those eligible employees who were previous members of the Tacoma Employees' Retirement System (TERS), continuation of participation in that system may be permitted. Those employees will be required to contribute to the Social Security System and Medicare.
Deferred Compensation Plan:
Employees are eligible to participate in a 457 savings plan with an employer match of up to 4.25% of annual compensation with increases as years of service are met.
Hours of Work:
Most Pierce Transit employees have a 40-hour workweek; however, positions may require shift work, overtime, and weekend work. Alternative work schedules and teleworking are available subject to department approval.
Probationary Period:
All regular employees are subject to successful completion of a probationary period of six months, unless the position is listed as "at-will."
Employee Wellness Program:
Pierce Transit offers a robust Employee Wellness Program to assist employees in developing and maintaining a healthy lifestyle. Incentives may be available for successful completion of Wellness activities. Additionally, an Employee Assistance Program (EAP) is available at no cost to the employee.
Tuition Reimbursement:
Pierce Transit offers reimbursement of tuition costs for successful completion of pre-approved courses once the employee has completed probation.
Student debt and how working for Pierce Transit can help
Employees may be eligible for the Public Service Loan Forgiveness (PSLF) Program, which forgives the remaining balance on your Direct Loans after you have made 120 qualifying monthly payments under a qualifying repayment plan while working full-time for a qualifying employer. See for more details.
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Please select how you meet the minimum qualifications for this position:

• I have an Associate's degree and four (4) years of experience in progressively responsible admini...