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Administrative Specialist II

Location: Everett, WA
Job # 11392436
Brief Job Description:
Under general supervision, provides confidential administrative support and assistance to department staff;composes, formats and word processes a variety of department specific correspondence and documents; carries out various special projects for the department with internal and external customers; tracks department budgets and is the subject matter expert for the budget and business planning programs; maintains and reconciles the purchasing and travel cards, assists with department projects; administers departmental programs.
Projects and functions to be performed:
  • Coordinate collection and distribution of documents and comments from subject matter experts and vendors
  • Proofread documentation and file per our process
  • Organize written documents in MS Word, Excel, Visio, Outlook, and Project
All other administrative services as outlined above in scope of work

Will support recruiting trainees by performing the following work activities:
  • Setting up, organizing and facilitating the twice weekly interview events: organizing and scheduling interview panels; purchasing refreshments for candidates; creating/copying materials needed for the interviews, testing and HR review; setting up room for the event; greeting applications in the lobby and escorting them to/from the event location; cleaning up at the end of the event.
  • Filing of documentation related to trainee hiring, including: applications, itnerview panel notes, references and other related documents.
  • Filing of personnel and medical files as needed to offer some relief to the HR Assistant (who is also a key player in the hiring of coach operators).
  • Creating and maintaining data, including trainee attrition and tracking COT candidate status from successful interview to contingent offer.
  • Supporting new trainee activites for Trainees, including: preparing/copying manuals and supporting documents' daily filing of evaluations and other forms; and maintaining stock levels sufficient for ongoing hiring needs.
  • Creating manuals, ordering training materials and assisting with room scheduling are additional work for this position to support these hirings.
 
Qualifications and experience desired:
  • Minimum 5 years experience as an administrative assistant involving confidential information
    Strong attention to detail
  • Proficient in MS Word, Excel, Visio, Outlook, and Project
  • Good Communication Skills, both written and oral
  • Ability to work with limited information
  • Proficient organizational skills
  • Can do attitude
    Ability to type 50 words per minute accurately
  • Skill in communication and interpersonal relations as applied to interaction with coworkers, supervisors and the general public
    An associate's degree in office administration can substitute for up to 2 years of the experience requirement.
    Valid Washington State Driver's license
    Clean driving record
Duration: 3+ months (possible temp to permanent) Client has great benefits once converted to permanent ( if all goes well)
Location: Everett ( two work sites in Everett)
Rate: $21.0 per hour
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