Senior Administrative Assistant

TriMet

Aug 3

Applications are closed

Job
Full-time
Mid-level (3-4 years)
Portland

Requirements

A minimum of a H.S. Diploma/G.E.D is required.
Other course work in business administration or office management is desired.
Four (4) years of total credited experience.*
Four (4) years of experience in a responsible administrative or secretarial position are required.
Or any equivalent combination of experience and training.
The amount of credit a candidate receives for prior years of experience is based on the relevancy of that experience to the required or preferred prerequisites of the job description. Experience is prorated based on hours worked. LRHR assigns and validates the "credited experience".

Responsibilities

- Independently responds to and composes various correspondence. Draft, edits, proofreads, letters, emails, reports, presentations, etc. Drafts policies, procedures and processes for management approval. Creates forms, charts, tables and spreadsheets involving data manipulation from one or multiple sources; performs intermediate-level analysis, which includes basis statistics and math. Data entry of information into spreadsheets and databases. Runs reports from spreadsheets and databases. Assists in the preparation of contracts.
- Manages supervisor's and/or department calendar which may include complex scheduling arrangements involving multiple parties and conferences, travel, etc. Sets-up and cancels meetings based on knowledge of subject and attendees. Coordinates large scale and/or complex events and ensures that all logistics such as advertising, registration, speakers, travel arrangements, venues, catering, technology, etc. have been completed.
- Processes accounts payables and/or receivables; resolves discrepancies. May enter, track, and maintain documentation and logs of financial transactions ensuring that charges have posted to appropriate accounts.
- Assists with reconciliation of accounts; reviewing budget statements, investigating and resolving discrepancies and preparation of budget reports and spreadsheets. Provide support and assistance in preparing department or program budget. Maintain accounting balances for grants/contracts.
- Provides information via phone, e-mail, mail, etc. May represent supervisor in routine/standard situations with various levels of contacts both internally and externally. Provides routine information on department or division policies, processes or procedures.
- Prepares and maintains electronic and hard-copy files. May serve as Divisional Records Governance Liaison.

FAQs

Do we support remote work?

This position requires being in the office three (3) days per week, so it operates in a hybrid format.

What qualifications do I need to apply for this position?

A minimum of a H.S. Diploma/G.E.D is required, along with four (4) years of experience in a responsible administrative or secretarial position.

Is prior experience preferred for this role?

Yes, other coursework in business administration or office management is desired, and four (4) years of total credited experience is required.

What are the essential functions of the Senior Administrative Assistant?

Essential functions include responding to correspondence, managing calendars, processing accounts payables, assisting with budget reconciliation, providing information to internal and external contacts, and maintaining files.

How does the selection process work?

Candidates will be selected based on an application review, panel interviews, and reference checks.

What is the salary range for this position?

The salary range for this position is between $53,933.00 and $80,898.00, depending on education, training, and relevant experience.

What employee benefits are offered for this role?

Benefits include medical and dental plan options, an Employee Assistance Program, wellness programs, Flexible Spending Accounts, long-term disability insurance, basic and voluntary life insurance, a pension plan, sick leave, holidays, personal days, vacation time, a free transit pass, and fitness center membership.

How many sick days do employees receive?

Employees receive 12 sick days of leave each year, totaling 96 hours.

Are there opportunities for advancement in this role?

This position serves as a Senior Administrative Assistant, which generally has more independence and responsibilities compared to intermediate-level administrative roles.

What should I include in my application?

You should include a cover letter, resume, and any relevant training certificates or letters of recommendation.

TriMet

How life moves.

Transportation

Industry

1001-5000

Employees

1969

Founded Year

Mission & Purpose

Working at TriMet means making connections. We believe providing a safe and reliable ride doesn’t just get people to work, school, shopping or the doctor’s office — it also opens doors to a stronger community and a better future. Our team of more than 3,000 does it all, from driving to fixing to planning, creating and communicating. What connects us is our commitment to making the Portland area a better place to live, through shared values like responsiveness, inclusivity and accountability.