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Company Name : Ben Franklin Transit
Location : Richland, WA 99352
Position : Business Operations Support Specialist
Job Description : OUR MISSION
Ben Franklin Transit (BFT) provides exceptional and cost-effective transportation services that consistently exceed customer expectations while promoting the principles and practices of livable communities and sustainable development.
OUR VALUES
We value customer service, collaboration, diversity, fiscal accountability, innovation, sustainability, and safety. Employees and representatives of BFT are expected to uphold our values and mission.
NATURE OF POSITION
Performs a variety of office administrative assignments that require comprehensive knowledge of organizational activities, operations, methods, and business office processes.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Provide varied, complex, responsible, and confidential assistance to the Administrative Services Director (ASD) and other managers within the Administrative Services department.
Lead development and implementation of agency travel management program; train and coordinate with departmental Administrative Assistants; manage and enforce travel policy and oversee outsourced travel solution; manage expense report review and approval process.
Assist in the development, implementation, and on-going use of a document control system; enforce controlled process and practices for the creation, review, modification, issuance, distribution, and accessibility of documents in accordance with compliance standards and corresponding retention schedules.
Provide project management support and coordination for various technology improvement and Administrative Services goals and initiatives; track and report status of project schedule, milestones, and deliverables; execute project management tasks and activities as directed by the Project Manager; coordinate and interface with internal and external parties.
Be responsible for maintaining and updating content for the department on the agency intranet.
Prepare and distribute reports from available data with minimal need for manager involvement; monitor and follow-up on deadlines provided to staff for reports.
Receive and track all public records requests; locate necessary documents and issue response.
Oversee and manage agency software licenses and renewals to prevent the lapse of critical support contracts.
Oversee, coordinate, and facilitate policy updates; ensure final policy drafts are organized and stored in a centralized location; interface with departmental managers, as necessary.
Organize and schedule departmental meetings; prepare and assemble meeting materials; track action items and ensure necessary follow-up.
Enter purchase requisitions into Fleet-Net database for departmental purchases.
Provide consistent updates to ASD on matters requiring immediate attention and response; monitor signature items for timeliness and accuracy.
Type and edit a variety of documents including memoranda, reports, resolutions, computer entries, technical specifications, meeting minutes, and other written materials or documentation; review finished material for completeness and accuracy; photocopy and assemble materials.
Prepare all expense and credit card reports for ASD; ensure accuracy of all information including budget codes.
Enter and retrieve data and information in computer databases, computer records, and other computer-based information systems; compile and run standard reports.
Provide advice, train end-users, and assist in training of new or temporary personnel, as necessary.
Provide coverage for absent administrative staff.
Work with and maintain confidential information.
Demonstrate regular and punctual attendance.
Other duties as assigned.
KNOWLEDGE, SKILLS & ABILITIES
Excellent proofing, spelling, grammar, and punctuation to complete assignments.
Deal tactfully with others; establish effective relationships with those encountered during work.
Type a variety of documents such as reports, financial statements, meeting minutes, technical specifications, correspondence, and other documentation relevant to assigned work unit.
Analyze and evaluate data, recognizing patterns.
Record keeping principles, procedures, and techniques.
Exercise discretion and maintain confidentiality.
Travel logistics, scheduling, and meeting management.
Research, compile and summarize a variety of information into a usable format.
· Able to compose concise, factual, and grammatically correct routine correspondence, reports, and various documents; maintain a variety of confidential information, complex files, records, and reports.
Work in a highly visible and demanding environment adjust to changing priorities and deadlines with poise and confidence.
Basic understanding of laws, rules, and regulations relevant to assigned work unit.
Organize and maintain office files; gather and compile information.
Learn new technologies, policies, procedures, and guidelines established by professional organizations and/or governing agencies.
Utilize office equipment and other relevant technology (software and systems) to meet business needs.
Understand, follow, and communicate clearly and concisely, both orally and in writing.
Work as a team member and independently; effectively apply organizational and time management skills; meet deadlines and comply with Agency policies.
Exercise sound judgment in making decisions.
Focus on tasks and recall details; handle frequent interruptions.
OTHER CHARACTERISTICS
Collaboration: Shares time and knowledge with others; adjusts priorities as circumstances dictate; follows through on commitments, accepts responsibility for actions, resolves interpersonal conflicts constructively.
Diversity: Demonstrates an awareness and respect of cultural and individual values. Treats all people with dignity, courtesy and respect.
Fiscal Accountability: Actively contributes to the productivity of the agency; demonstrates good stewardship of company time and resources; displays high standards of ethical conduct.
Customer Service: Anticipates the needs of internal and external customers; delivers quality work products and services within expected timeframes. Considers and responds appropriately to people in various situations.
Innovation: Considers new approaches to situations; encourages ideas and improvements.
Sustainability: Actively encourages environmental benefits and the conservation of natural resources.
Safety: Adheres to safety related laws, regulations, standards, and practices; performs work in a safe manner; encourages and supports others to be safe while at work.
MINIMUM QUALIFICATIONS
Associate degree in Business Administration or related field from an accredited institution, and three-years of progressively responsible administrative experience providing office and administrative support to management or executive staff; or an equivalent combination of education and experience. Must possess a valid driver’s license.
LICENSES, CERTIFICATES, & OTHER REQUIREMENTS
None.
PREFERRED QUALIFICATIONS
Bachelor’s Degree in Business Administration or related field from an accredited institution and three-years of related experience. Experience in a public transportation organization is desired.
PHYSICAL REQUIREMENTS
Regularly talk, speak and hear; demonstrate visual ability which includes close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Frequently stand, walk, sit, and kneel; regular and repetitive movements required of the wrists, hands, and/or fingers; reach, bend, stoop, and crawl. Lift, push and pull up to 40 pounds.
WORKING CONDITIONS
Work is primarily performed in an office environment where noise, distractions, and lack of privacy may be present. Generally sedentary in nature; occasionally stand and walk; intermittently kneel, stoop, bend and twist at the waist, and reach overhead; sit for long periods of time. Rarely kneel, crouch, or crawl. Occasionally lift, push/pull, or carry up to 40 pounds. Good vision to read print and computer screen. Hear and speak to communicate in person, before groups, and over the telephone. Manual dexterity of hands and fingers to include repetitive keyboarding, grasping and reaching to operate a computer keyboard, mouse and/or standard office equipment.
BFT IS AN EEO EMPLOYER
Job Type: Full-time
Pay: $55,240.00 – $82,860.00 per year
Benefits:
401(k)
Dental insurance
Health insurance
Paid time off
Vision insurance
Schedule:
8 hour shift
Ability to commute/relocate:
Richland, WA 99352: Reliably commute or planning to relocate before starting work (Required)
Education:
Associate (Preferred)
Experience:
Administrative: 3 years (Preferred)
Work Location: One location
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