Administrative Specialist lll

Position Description

Seattle’s Human Services Department (HSD) connects people with resources and solutions during times of need so we can all live, learn, work, and take part in strong, healthy communities.

HSD is seeking an effective administrative specialist to support the work of the Aging & Disability Services (ADS) Planning Unit. This position is an integral part of the team supporting programs for older adults and persons with disabilities in King County. The planning unit includes the Age Friendly Initiative and leads community investment processes, community and provider engagement, supports two volunteer advisory boards, and works closely with the ADS contract unit and Care Coordination Programs. This position will develop and maintain complex processes; respond to confidential situations; troubleshoot issues independently; improve workflow; and provide technical expertise to the unit.

The position reports to the ADS Planning Manager and works in partnership with the division’s administrative teams.

The planning unit is required to work on site at a minimum of 3 days per week. This position may require in person work more than 3 days per week to meet business needs.

Job Responsibilities

A Successful Candidate

• Is passionate about providing outstanding internal/external customer service.
• Is highly organized, detail-oriented, independent, pro-active, knows how to prioritize, and can flexibly shift priorities under pressure.?
• Embraces a relational culture with a strong commitment to race and social justice.
• Is tech savvy and proficiently uses Microsoft Office Suite and online platforms.?
• Is a skilled collaborator, communicator, and relationship builder handling situations with tact, diplomacy, and courtesy.?
• Can quickly learn new tasks, technology, processes, etc. independently.
• Is comfortable with ambiguity and uncertainty and able to push forward.
  
  

Job Responsibilities

The following are examples but not an all-inclusive list:

• Technology expert for tools and platforms such as SharePoint and Teams content and structure.
• Coordinate review and update ADS websites using WordPress and/or other software.
• Create and manage standard operating policy/procedures to document work processes.
• Manage ADS outreach materials creation, updates, ordering, and storage
• Proofread and edit planning unit documents such as Request for Proposals, Grant Support Letters, Briefing Memos.
• Respond to public disclosure requests and public inquiries about ADS programs.
• Create reports, tracking systems, forms that improve process efficiencies.
• Train staff on process and procedures.
• Provide meeting and document support that may include highly sensitive and confidential information.
• Support in person meeting/event logistics including venue selection, ordering food and beverages, audio and visual technical assistance, transportation, note and picture taking.
• Support virtual meetings via Microsoft team, WebEx, or other virtual platforms.
• Research, compile information and recommendations on special assignments.
• General administrative duties e.g. travel and training forms, expenditure pre-authorization, ordering supplies, etc.
• Provide backup support to division’s administrative team.
  
  

Qualifications

Minimum Qualifications:

Requires three 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 in non-profit, human services or other public services.
• Experience supporting a high performing, multi-disciplinary team.
• Takes initiative to meet work objectives.
• Knowledge about and passion for technology.
• Experience multi-tasking and ability to effectively prioritize workload.
• Creative problem-solving skills.
• Flexible and comfortable with ambiguity.
  
  

Additional Information

Hiring Process Applications are reviewed after the posting closes. Qualified candidates must submit the following to be considered:

• Completed NEOGOV online application.
• Current résumé indicating relevant experience and education.
• Cover letter describing how your skills and experience align with the stated job responsibilities and qualifications.
• Supplemental questionnaire responses
• Offers of employment are contingent on verification of information provided by the applicant as part of the application process, including potential background check.
  

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. The pay range for this opportunity is: $36.88 - $42.96 an hour.

The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members/most-employees-plans.