Administrative Coordinator

King County   Seattle, WA   Full-time     Administration / Clerical
Posted on May 6, 2022
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Summary


Are you an administrative professional with a passion for excellence, creativity, and collaborative teamwork? If so, then the Department of Human Resources (DHR) is the place for you! DHR seeks an experienced administrative professional with a passion for customer service to join our excellent administrative support team as an Administrative Coordinator. 
 
At King County we're reinventing government in ways that give you the opportunity to use your talents, develop new skills, and see the difference you make in your community every day. DHR's goal is to build a highly skilled, diverse and motivated team of employees, working together to meet our customers' needs. We provide the foundation of support in recruiting, hiring, developing, and retaining a quality workforce capable of meeting residents' needs now and in the future.
 
The Administrative Coordinator provides support as a member of the DHR administrative support team to the Director's Office and Workforce Equity Team as needed, with varying administrative needs, ensuring timely processing of administrative workflows.

Commitment to Equity & Social Justice As the only county in the United States named after Dr. Martin Luther King, Jr., one of the most influential civil rights leaders in our nation’s history, King County is a vibrant international community with residents that represent countries from around the world. It is a diverse region that cherishes the artistic and social traditions of many cultures.
 
King County has a deep commitment to equity and social justice, and the Administrative Coordinator has a role in advancing practices to promote inclusion, belonging, and opportunity for all County employees.
 
To learn more, please visit: http://www.kingcounty.gov/elected/executive/equity-social-justice.aspx 
 
Other Position Information 
This position is non-exempt from the provisions of the Fair Labor Standards Act and is overtime-eligible. Employees are paid on a bi-weekly schedule, every other Thursday, comprising a 40-hour workweek, normally 8:00 a.m.-5:00 p.m., Monday through Friday. This position is represented by Local 117: International Brotherhood of Teamsters – Professional & Technical and Administrative Employees and is classified as an Administrative Specialist III (class code: 4201300).

Job Duties

  • As a member of the DHR administrative support team:
    • Greet and direct visitors, answer phone calls, respond to IPFax, email, and voicemail messages on behalf of the Department of Human Resources (DHR).
    • Support DHR recruitment processes and activities, including greet and direct applicants to testing/interview rooms, prepare copies of and distribute recruitment materials to applicants and panel members, monitor exam start and stop times, validate parking, and collect required forms.
    • Assist with department mailings; open, route, and distribute mail. Load and unload delivery items weighing up to 25 pounds and acknowledge receipt of goods and services. 
    • Act as primary back-up to DHR's front desk receptionist when needed.
  • Assist the DHR Office Manager with various DHR facility-related requests; order, troubleshoot, and prepare technical equipment for staff; order and purchase office supplies using a P-card. 
  • Serve as On-line Directory Coordinator for DHR; maintain and update staff directory information.
  • Compose, draft, format, and edit documents and correspondence.
  • Prepare and proofread documents and electronic files for presentations. Assist in staff meetings with navigating online presentations through Zoom and Microsoft Teams.
  • Assist the DHR Public Records Officer with records searches and responses to Public Records Act requests. 
  • Assist with maintaining accurate electronic and paper records according to State and County records retention schedules.
  • Provide administrative support to the DHR Workforce Equity Team and Manager:
    • Schedule, calendar, and meeting logistics support.
    • Track action items for the Workforce Equity Manager. 
    • Process travel arrangements and retain records for the Workforce Equity Manager; ensure compliance with County travel requirements and restrictions.
    • Perform other duties as assigned.

Experience, Qualifications, Knowledge, Skills

Minimum Qualifications

  • Three years experience providing administrative support OR 
  • Any combination of education and experience that clearly demonstrates the ability to perform the job duties
Additional Qualifications
  • Experience managing highly confidential and sensitive issues effectively and with integrity.
  • Strong customer service and interpersonal skills, including the ability to work well independently and as part of a team; ability to provide excellent customer service with discretion, patience, and professionalism both orally and in writing.
  • Demonstrated ability to evaluate and manage competing demands and ensure team needs are met; prioritize tasks while meeting critical deadlines and maintaining accuracy of work.
  • Ability to establish and maintain effective working relationships with a diverse range of staff and the public; handle difficult interpersonal interactions with discretion and diplomacy.
  • Ability to perform duties independently, take initiative to problem solve, exercise good judgment, and accept personal responsibility for work.
  • Excellent oral and written communication skills, and the ability to communicate with diverse individuals at all levels, both internally and externally. 
  • Experience preparing, formatting, proofreading, and editing documents including correspondence and files.
  • Proficient skill in Microsoft 365 to include Outlook, Teams, Word, Excel, and PowerPoint.
  • Experience setting up PowerPoint presentations as well as virtual meetings via Microsoft Teams, Zoom, and conference phone lines; and creating and preparing meeting agendas and materials.
  • Experience managing calendars and coordinating with other administrative staff to schedule meetings.
  • Knowledge of rules, regulations, codes, laws, policies, procedures, and ordinances related to travel, records management, and public disclosure. 
Desired Qualifications
  • Familiarity and experience with King County policies and procedures.
  • Experience in the public sector.
  • Experience in a unionized environment.
  • Knowledge of general human resources processes and procedures.

Supplemental Information

Teleworking Requirement
The current work associated with this position will be performed by teleworking; complemented with onsite work and meetings as needed. As the department plans and executes the move to our new physical worksite located at King Street Center, it is anticipated the Administrative Coordinator's onsite work will increase. Employees must reside in Washington State and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.
 
Employees will be provided with a County issued laptop and must maintain a home workspace with an internet connection (access may be supplemented in some situations) where they can reliably perform work and remain available and responsive during scheduled work hours. Please note that when an employee conducts work that is likely to bring them in contact with another individual, safety precautions are required, including wearing masks in some situations. King County is doing its part to reduce the spread of COVID-19 and remains committed to reducing our carbon footprint.
   
King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will join an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment.  
 
Forbes recently named King County as one of Washington State's best employers. 
 
Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.
        

Guided by our "True North", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion, and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles – we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.
 
COVID-19 Vaccination Requirement 
King County Executive Branch employees are required to be fully vaccinated against COVID-19. If you are the successful candidate for the position, the County will send you a conditional offer letter.
  
As a condition of employment, prior to a final offer of employment, you will be required to:

  • Submit proof of vaccination or
  • Have an approved request for medical or religious exemption and an approved accommodation. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.
People are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of a vaccination approved by the Center for Disease Control and Prevention (CDC).
 
The Executive Branch includes employees in the Executive Branch, the Assessor’s Office, Elections, the King County Sheriff’s Office, and the Executive Office
 
King County is an Equal Employment Opportunity (EEO) Employer
No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation, and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay, or other forms of compensation.
 
To Apply
This position is open to the public and all King County employees. If you are interested, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process, or if you have questions, please contact the recruiter listed on this job announcement.
 
Selection Process
Applications will be reviewed as received, and they will be screened for clarity, completeness, and competitiveness. All materials will be evaluated for spelling, grammar, and punctuation usage. The most competitive candidates may be invited to participate in a series of interviews.  

Forms and Materials Required 
  1. An online employment application completed at www.kingcounty.gov/jobs. The employment history should go back at least 10 years if you have 10 years of employment (or more to include all relevant experience). Resumes will not be accepted in lieu of a completed application. All relevant experience must be included in the application.
  2. A cover letter no more than two pages summarizing your interest in the position and how you meet the required experience, qualifications, knowledge, and skills for the job. This is a required application material. If a cover letter is not received, your application will be considered incomplete and will not be considered.
For more information regarding this recruitment, please contact:
Jen Montoya
Senior HR Analyst
206-477-5997
Jen.Montoya@kingcounty.gov

King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being.  Eligible positions receive the following benefits and have access to the following programs:

  • Medical, dental, and vision coverage: King County pays 100% of the premiums for eligible employees and family members
  • Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
  • Retirement: King County employees are eligible to participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
  • Transportation program and ORCA transit pass
  • 10 paid holidays each year (plus 2 personal holidays)
  • Generous vacation and paid sick leave
  • Paid parental leave, family and medical leaves, and volunteer leave
  • Flexible Spending Account
  • Wellness programs
  • Onsite gyms and activity centers
  • Employee giving program
  • Employee assistance programs
  • Flexible schedules and telecommuting options, depending on position
  • Training and career development programs
For additional information about employee benefits please visit our Benefits, Payroll, and Retirement Page.

This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy.  If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails.  Also, in the event of any incorrect information in this document, applicable laws, policies, rules, CBAs, or official plan documents will prevail.
 
NOTE:  Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.
 
For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.

01
How many years of increasingly responsible administrative support experience do you have?
  • No experience
  • Less than one year
  • One year but less than two years
  • Two years but less than three years
  • Three years but less than four years
  • Four or more years
02
What does your work experience include? Check all that apply:
  • Familiarity and experience with King County policies and procedures
  • Experience in the public sector
  • Experience in a unionized environment
  • Knowledge of general human resources processes and procedures
  • None of the above
03
In addition to submitting a completed application, a cover letter is required. Please include in your cover letter details on why you are interested in the position and how you meet or exceed the required experience, qualifications, knowledge, and skills listed on the job posting. Your application will be considered incomplete if a cover letter is not submitted. Did you include a cover letter with your application?
  • Yes
  • No
04
Are you applying to this position as an eligible current or previous King County Employee Priority Placement Program Participant? Is this position the same or lower percentage of full-time when compared to the position held at the point of the notification of layoff. Do you possess the skills and abilities to qualify for this position?
  • Yes, I was given a layoff notice from my role at King County and I am within two years of the effective date of my layoff. Additionally, the position I was laid off from was the same or a higher percentage of full-time status when compared to this one.
  • No.
05
If you answered yes to the questions above and you are applying for this position as a Priority Placement Participant, to be considered, you must provide the following three pieces of information in the space provided: 1. The title you held when you received your layoff notice 2. The department you worked in 3. The effective date of your layoff

Required Question