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Administrative Specialist II

Seattle, WA

Knowledge, Skills, and Abilities:

*         Knowledge of the general principles and techniques of extracting data and developing reports in automated management information systems, databases, and spreadsheets

*         Knowledge of basic accounting and recordkeeping procedures

*         Knowledge of and proficiency in fundamental mathematics

*         Knowledge of effective business communications including proper English usage, grammar, syntax, punctuation, spelling, and proofreading

*         Customer service skills

*         Work planning, organizational and time management skills

*         Skill in following oral and written instructions and following through on assignments promptly

*         Skill in developing reports and summaries requiring assimilation and interpretation of data from multiple sources

*         Skill in maintaining data integrity and accuracy

*         Skill in maintaining multiple automated recordkeeping and data systems and office supply inventories

*         Skill in keyboarding and associated safety practices

*         Skill in establishing and maintaining effective working relationships

*         Skill in working with a variety of individuals from diverse backgrounds

*         Skill in the use of automated information systems, personal computers, word processing, spreadsheet, database management, presentation, and similar software applications

Job Duties:

*         Process program driver and bookkeeper applications, and follow up with requests for additional information. Print driver action coversheets using BOXI. Process Motor Vehicle Records via the Embark Safety website. Complete data entry of driver, bookkeeper and motor vehicle record details via the Vanpool Information System (VIS). Scan approved driver applications and accident-related documents into the appropriate Laserfiche file. Speak with applicants and drivers and other departments regarding the processing of driver and bookkeeper applications. Prepare driver action and follow up letters using templates in Microsoft Word. (Percentage of Time:  35%)

*         Provide detailed instruction to drivers, via email or telephonically, regarding any accidents involving a Vanpool program vehicle. Request the completion of collision reports, witness cards and the picture and estimate process with contracted auto body repair shops. Follow up with body shops to verify completion of commuter van estimates. Contact vendors to correct invoice discrepancies.  Respond to email requests for program information, application updates, and assistance with accident procedures. Print after hour's event logs via Citrix.  (Percentage of Time:  30%)

*         Log all accounts payable invoices for Vanpool program using Excel as well as printing, saving, and distribution of vendor invoices to staff for processing and payment approval. Perform light to moderate numerical calculations involving accounts payable to verify vendor invoice calculations. (Percentage of Time:  20%)

*         Process program participant citations. Log incoming motor vehicle citations and parking violations. Research Vanpool participant responsible for using VIS. Contact participant and advise them of their responsibility to pay for and provide proof of payment promptly. Maintain a log of all citations with the current status of fines. (Percentage of Time:  10%)

*         Attend section meetings and provided updates on work assignments. (Percentage of Time:  5%)

Location: Downtown Seattle 
Pay: $22.40 per hour
Duration: 910 hours

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