Capital Project Assistant

Overview

As a Project Assistant, you will work under the guidance of the Director of Capital Development, providing support for projects and programs.  Your responsibilities include assisting division and project managers in various project stages such as concept definition, procurement, implementation, communication, and project closeout.  You may also take ownership of one or more elements of larger projects.

Essential Duties

Budget and Financial Team Lead

• Prepare the annual budget for Regional Programs & Projects.
• Create requisitions in PeopleSoft as needed.
• Receive, review, and direct invoices through the approval process for payment.
• Maintain electronic files and track invoices against the budget.

Communication and Outreach Program Lead

• Create and participate in the creation of communication plans and informational matrices. 
• Monitor and maintain project specific email inboxes.
• Compile, maintain, and distribute prepared responses to project specific inquiries.
• Maintain an electronic file of project related communication resources.
• Interface with designated departments and consultants to coordinate communication efforts.

Program Support

• Respond to requests and questions from internal and external partners as needed.
• Create or participate in the creation of program related documents and reports.
• Participate in program related event planning.
• Participate in all phases of project planning and Implementation.
• Participate in meetings and field visits when appropriate.

Project and Program Documentation and Follow-Up

• Create and maintain tracking of program action items, following up regularly to ensure project progress.
• Support the creation of project schedules and monitor progress.
• Assist with documenting the receiving and quality checking of new BRT inventory.

Support program managers in research and development

• Coordinate with internal and external partners to determine the feasibility of certain technology, mechanical, or other improvements for the BRT program.
• Participate in meetings and field visits when appropriate.

Department Support

• Cross train on critical tasks to support department Project Assistants and Admins.
• Collaborate with department Project Assistants and Admins to document and improve shared processes.

Process Development and Improvement

• Solicit and identify process pain points to address through process improvements.
• Conduct team exercises and one-on-one meetings to understand existing processes.
• Work with team members to implement improvements to processes.
• Document team and department processes as needed.

Perform other duties of a similar nature or level.

Requirements

Minimum Qualifications

• Highschool diploma/GED
• Experience in Microsoft Office
• Understand general administrative fundamentals

We offer comprehensive training, and the resources needed to help you grow in this role.

Knowledge Requirements

• Detailed knowledge of Microsoft Word, Excel, and scheduling software. 
• Familiarity with email systems.
• Understanding of project management techniques, scheduling, and project cost accounting.
• Experience with scheduling programs such as MS Project

Skill Requirements

• Fostering an inclusive workplace by valuing and leveraging diversity, equity, and inclusion to uphold Community Transit’s Core Values and achieve the organization’s vision and mission.  Inspiring and fostering team commitment, pride, and trust.  Facilitating cooperation and motivating team members to accomplish group goals while treating others with courtesy, sensitivity, and respect.
• Effectively managing time and project schedules, including coordinating meetings, assigned actions and due dates.
• Effective written and oral communications that are timely, relevant, concise, and clearly outline necessary actions.
• Proficient in MS Office for record-keeping, report generation, and documentation.
• Working effectively both independently and as part of a team, at times with limited supervision.
• Remaining focused on results, following up and completing tasks.
• Using emotional intelligence to navigate complex and challenging group dynamics.
• Able to establish and maintain effective working relationships with various stakeholders.
• Able to meet deadlines consistently.

Preferred Knowledge and Skills

• Exposure to project management fundamentals
• Familiarity with project management software
• Exposure to process improvement and change management methodology
• Government/public sector experience

Working Conditions

Hybrid telework may be available.  Availability is at management discretion and may not be available for this position based on the nature of the work.  Work is performed in an office environment and requires the use of office equipment and technology.  You may also be required to lift and carry materials up to 20 pounds occasionally, and up to 10 pounds frequently.  While performing fieldwork, you may also be exposed to automotive fumes, odors, and dust, and may need to complete tasks in noisy environments and varying weather conditions.

Application and Selection Process

• Only on-line applications accepted. 
• Applicants for this job may be considered for other openings up to six months after the date this position is filled.
• Applicants who meet the minimum requirements may be scheduled for an interview as well as a variety of tests to demonstrate knowledge, and skills for the position.  The evaluation process may include interviews, background check, reference checks and various performance tests.

Employee Benefits

• Employees (and their families) are covered by medical, dental, vision, basic life and disability insurance.
• Employees participate in the Public Employees Retirement System (PERS) and have the option to enroll in the agency’s deferred compensation plan.
• In addition to WA Paid Sick Leave, employees in this position, accrue of 24 days of Paid Time off (192 hours) in their first year and ten (10) paid holidays throughout the calendar year.
• Full list of all benefits and details can be found here.

If you are related to or share the same living quarters of a current Community Transit employee, please let your Recruiter know as your eligibility for this position may be affected.

Community Transit provides a tobacco-free and drug-free work environment.  As a recipient of federal funds, Community Transit is an Equal Opportunity Employer and does not unlawfully discriminate on a basis prohibited by Federal, State or Local law.  We value and encourage diversity in our workforce.  EOE AA M/F/Vet/Disability.  Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, protected veteran status or disability.