Term Limited - Administrative Assistant - Parts

Essential Duties

• 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.

• Track credits and returns.

• Review and update BPO/CPO records, process PeopleSoft 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 notetaking 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.

  • Aids Parts Inventory Manager or Designee by collecting, researching, and analyzing procurement information.

  • Oversees audit and contract compliance.

  • Maintains contract pricing, service requirements, and manages quote files.

Requirements

• 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.

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

• Skills Requirements: Data Management and organization skills. Critical Thinking. Using logic and reasoning to approach problems. Effective written and oral communications that are timely, relevant, concise, and clearly outline necessary actions. Public speaking and presenting. Attention to detail. Working cross-functionally. Providing good customer service. Learning new assignments quickly. Exercising good judgment, discern when to take problems to a higher authority for resolution or guidance.

Employee Benefits

• Medical, dental, vision, basic life and disability insurance.

• Participation in the Public Employees Retirement System (PERS).

• Deferred compensation plan.

• WA Paid Sick Leave, accrues of 19 days of Paid Time off (152 hours) in the first year and ten (10) paid holidays throughout the calendar year.