Administrative Specialist II-BU

Administrative Specialist II Position

The Seattle Human Services Department (HSD) lives out its mission as one of the largest contributors to Seattle's safety net. Its mission is to connect people with resources and solutions during times of need so we can all live, learn, work and take part in strong, healthy communities.

HSD's Safe and Thriving Communities (STC) Division is seeking an innovative, energetic, self-starter to join the team! We are accepting applications to fill (1) one full-time Administrative Specialist II position whose role is key in assuring a well-organized and efficient environment for the Division, and its community of providers and clients. This position will provide administrative support to two STC units, implement departmental wide administrative procedures and practices, support with contracting needs, program planning needs, records and communication management and event coordination. A successful candidate is someone who can efficiently multi-task, and work independently in a fast-paced environment, while also collaborating effectively with various individuals, and brings a strong commitment to race and social justice. This position requires you to be in-office a minimum of three days a week and may require occasional evening (after 5pm) community and programmatic meetings.

About the Division :

This division was created in response to the Black Lives Matter protests in 2020 and ensuing community advocacy efforts that urged the city to focus on BIPOC communities and shift safety investments into community-based organizations. We believe people thrive when their lives are free from violence. STC invests in violence prevention and community safety. The division houses the City's work to prevent gun violence, counter gender-based violence, and supports young people harmed by the criminal legal system.

Job Responsibilities

Independently perform clerical office functions, prioritize work assignments, and ensure tasks are completed efficiently and on time.

Maintain electronic files and support routine data entry, maintain inventory of supplies and equipment, and use independent judgment to handle complex and / or sensitive information while maintaining confidentiality.

Organize and maintain email lists, SharePoint folders and / or documents for different stakeholder groups.

Participate in Department, Division, Unit and Administrative staff meetings.

Provide calendar and technical support for in-person and virtual meetings, take notes at convenings, and follow up on action items.

Support onboarding of new hires.

Schedule venues and interpreters, allowing for sufficient time necessary for advance planning, manage meeting / event logistics, and order and coordinate food and beverages as needed.

Order supplies and equipment, make purchases, and process invoices for timely payment and / or little disruption to services or work.

Attend necessary training sessions / staff meetings to stay updated on relevant skills and knowledge.

Update and memorialize office / operational procedures.

Strongly and skillfully utilize various computer programs, databases and technology, such as SharePoint, MS Word, Outlook, Excel, DocuSign, Adobe Acrobat, WebEx, MS Teams.

Perform other related tasks within the area and scope of responsibility as assigned.

Qualifications

Minimum Qualifications :

Requires two years of clerical support experience (or a combination of education, training and / or experience which provides evidence of the ability to perform work of the class). OR : An equivalent combination of education and experience that demonstrates the ability to perform the position duties.

Desired Qualifications :

Experience : Advanced experience with Microsoft Suite, especially Outlook, SharePoint, Teams, Forms, Excel and Word. Experience with event planning and meeting coordination. Familiarity of invoicing processes and expense / budget tracking. Commitment to race and social justice.

Skills : Detail-oriented and strong organizational skills. Providing excellent customer service. Proactive and independent problem-solving skills.

Abilities : Work in a collaborative environment. Ability to work effectively with diverse staff and stakeholders. A growth mindset for learning new technology and harnessing innovative solutions.

Your application will not be reviewed if these items are missing or incomplete. This opportunity has a hybrid work schedule, you are required after training to be in the office a minimum of three days a week. The full salary range for this position is $34.32 - $39.87 an hour. Applications are reviewed after the posting closes. Qualified candidates must submit the following to be considered :

• Completed NEOGOV online application.
• Current rsum indicating relevant experience and education.
• Cover letter describing how your skills and experience align with the stated job responsibilities and qualifications.
• Supplemental questionnaire responses. As part of the interview process, a Microsoft Excel skills assessment will need to be completed and submitted before your interview.

Offers of employment are contingent on verification of information provided by the applicant as part of the application process, including potential background check, pre-placement physical exam, and full driver's abstract. Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. This role is open to all candidates that meet the minimum qualifications. We value different viewpoints and life experiences. Your application will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. The City of Seattle encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ+, people with disabilities, veterans, and those with diverse life experiences.