Administrative Specialist 3 - Procurement & Payables

King County   Seattle, WA   Full-time     Administration / Clerical
Posted on October 4, 2021
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Summary

Are you an Administrative Guru ready to begin a career in procurement?   

Our Strategic Partnerships and Analytics (SPA) Team is looking for a “go to” person that is skilled in providing administrative and technical support to our entire Procurement and Payables section. Our section pride’s itself on having enthusiastic, forward thinking, agile, and customer service driven employees.  

The Procurement & Payables Section buys vital goods and services for King County government.  Our Mission is to help King County achieve sustainability and social equity through responsible stewardship of county resources, streamlined business processes, and strategic procurements from innovative suppliers.  Procurement & Payables

Our ideal candidate is a quick and versatile learner with excellent listening and communication skills and high attention to detail. They will have pride in their work and identify their success through the success of the entire team.

The Finance and Business Operations Division's mission is to provide exceptional customer value for accounting, procurement, treasury, and small business services. We are actively seeking employees whose behavior is in alignment with our division's core values: Respect, Teamwork, Results, and Innovation.  Our Division

 Scope of Job Duties: To be considered for this opportunity, you must at a minimum, demonstrate knowledge, skill and ability to:
 

  • Act as main point of contact “go to” person for the P&P section via phone, email and in person.
  • Provide outstanding customer service and communicate effectively with our diverse internal and external customers.
  • Provide administrative and technical support to section staff by processing high volumes of complex documents in a fast-paced environment.
  • Research financial and contract records and electronic databases, enter data into customized databases, Excel workbooks and electronic databases to manage data
  • Support our passion for continuous process improvements.
Minimum Qualifications:

  • Administrative Experience in a high volume environment that includes editing documents, drafting letters and email communications; preparing legal documents, statements, and notifications; organizing, preparing, and maintaining records and reports with a keen attention to detail and accuracy. 
  • Customer Service Experience in a high volume environment that includes providing customer service as a main point of contact for a group via phone, email and/or in person that includes troubleshooting and resolving issues.  
  • Technology Skills that include Intermediate level proficiency using MS Office Productivity tools in your daily work 
  • Time management skills that include the ability to organize your work, manage your time, and adapt to changing priorities, work on multiple priorities and projects simultaneously, meet quick deadlines, and produce timely and quality work products
  • Strong communication, interpersonal, and writing skills
  • Enjoy working collaboratively in a team environment 
  • Are able to think differently and challenge yourself to improve processes
  • Ability to uphold our Division’s values
  • Ability to work in a remote work environment
We would love it if you:
  • Advanced level technical skills in Microsoft Word, Excel, Outlook, and SharePoint; ability to use and be creative with Adobe Acrobat
  • Familiar with automated payment/procurement system such as Oracle
  • Experience with LEAN processes and principles
  • Experience with SharePoint, MS Teams and other collaborative online tools 
Who may apply:
The recruitment for this position is open to all qualified candidates. Applicants from this recruitment may be used to fill future opportunities in this job classification within the next 6 months.
 
Other Position Information:
This position is non-exempt (hourly) from the provisions of the Fair Labor Standards Act and is therefore 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 Teamsters Local 117 labor union.
 
The work associated with this position will be performed mostly in a remote environment with an occasional day in the office based on business needs.
 
Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours.  

Employees must reside in WA state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.  There will be situations where the employee is required to report to a County worksite.  Please note that when an employee conducts work that is likely to bring them in contact with another individual, safety precautions are required by the department in alignment with the Public Health Directive from the Seattle & King County Public Health Officer.

To support employees during this time King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will be joining an innovative and progressive team. King County is doing its part to reduce the spread of COVID-19 and remains committed to reducing our carbon footprint.  
 
The Application Process:
A completed King County Application is required.

We highly recommend that you also provide a cover letter addressing how you meet the minimum qualifications and why you are interested in this position. 

The selection process may include skills testing, phone and zoom interview

Note: Online applications are preferred. However, if you cannot apply online, go to www.kingcounty.gov/jobs for other options.

If you have any questions or concerns while applying, please contact Sandy Treibel at Sandy.treibel@kingcounty.gov or Sien.sok@kingcounty.gov

Supplemental Information

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 Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.


Covid-19 Vaccination Requirement

As of October 18, 2021, most* King County employees are required to be fully vaccinated against COVID-19. If hired, you will be required to submit proof of vaccination by October 18th. People are considered fully vaccinated two weeks after their second dose in a two-dose series or two weeks after a single-dose vaccine. Employees may make requests for a reasonable accommodation based on a medical disability or for sincerely held religious beliefs. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.


This directive applies to 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

If you are interested in pursuing this position, 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 your recruiter listed on this job announcement.

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
This position requires Administrative experience in a high volume work environment that includes editing documents, drafting letters and email communications; preparing legal documents, statements, and notifications; organizing, preparing, and maintaining records and reports with a keen attention to detail and accuracy. How many years of experience do you have performing the items listed above in a high volume work environment?
  • No experience
  • Less than 1 year
  • 1 year to less than 3 years
  • 3 years to less than 5 years
  • 5 or more years
02
This position requires Customer Service experience in a high volume environment that includes providing customer service as a main point of contact for a group via phone, email and/or in person that includes troubleshooting and resolving issues. How many years of customer service experience do you have in a HIGH VOLUME ENVIRONMENT?
  • No experience
  • Less than 1 year
  • 1 YEAR but less than 3 years
  • 3 YEARS but less than 5 years
  • 5 YEARS or more
03
Which of the following choices most closely describes your skill level with Microsoft Outlook?
  • None, but willing to learn.
  • Very Limited. I have completed training, but have not used it much.
  • Beginner. I am able to send, forward and delete emails; set up and use contacts; schedule appointments; view calendars; sort emails; use the task function.
  • Intermediate. In addition to the beginner-level skills, I am also able to create and invite others to appointments; make recurring meetings; add delegates; reserve conference rooms; assign tasks; modify task columns; flag emails.
  • Advanced. In addition to the beginner and intermediate-level skills, I am also able to use Journal, Notes, customize Outlook; use the find feature; use the autopick meeting function; use the autodialer function.
04
Which of the following choices most closely describes your skill level with Microsoft Word?
  • None, but willing to learn.
  • Very Limited. I have completed training, but have not used it much.
  • Beginner. I am able to create, open, save and print documents; cut, copy, paste and delete text; format text; set paper size and orientation.
  • Intermediate. In addition to the beginner-level skills, I am also able to create page breaks; adjust line spacing; insert page numbers; use auto text; create and edit templates; insert headers and footers; insert and edit tables; use search and replace.
  • Advanced. In addition to the beginner and intermediate-level skills, I am also able to set up data sources for mail merge; create macros; use track and review; protect documents; convert tables to text; create hyperlinks, create columns.
05
Which of the following choices most closely describes your skill level with Microsoft Excel?
  • None, but willing to learn.
  • Very limited. I have completed training, but have not used it much.
  • Beginner. I am able to: create, open and save spreadsheets; cut, paste and delete cells; enter numbers; change font size, margins and paper size; print and use the print preview.
  • Intermediate. In addition to the beginner-level skills, I am also able to: use the insert and auto-sum function; replace text; change the format of numbers to currency, percentage, etc.; set print areas; protect cells; display charts, audit and validate data; create formulas; set up filters, link data, use statistical functions.
  • Advanced. In addition to the beginner and intermediate-level skills, I am also able to: create macros, perform horizontal lookups, create functions and formulas, use pivot tables, use solver, use goal seek.
06
Which of the following choices most closely describes your skill level with Microsoft powerpoint?
  • None, but willing to learn.
  • Very Limited. I have completed training but have not used it much.
  • Beginner. I am able to create and save slide presentations; print slides and handouts; cut and paste; use outline view; present a slide show
  • Intermediate. In addition to the beginner-level skills, I am also able to format slide backgrounds; re-order slides; replace text; insert clip art; change font, text, bullets; group objects; use the Slide Master View; modify tables; spell check
  • Advanced. In addition to the beginner and intermediate-level skills, I am also able to use Password protect, animate slides, insert movies, change the type of charts, use transition, package for CD, use web tools, create web pages.
07
Please rate your skill level in using Adobe Acrobat.
  • No experience
  • Training but no experience
  • LESS than 1 year
  • 1 YEAR but less than 3
  • 3 YEARS but less than 5
  • 5 YEARS or more
08
Please choose the response below that best describes your experience using Oracle automated payment system.
  • NONE
  • LESS than 1 year
  • 1 YEAR, but less than 3
  • 3 YEARS but less than 5
  • 5 YEARS but less than 8
  • 8 YEARS or more
09
Are you applying to this position as an eligible Current or Previous King County Employee Priority Placement Program Participant AND 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 AND 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. AND The position I was laid off from was the same or a higher percentage of FT status when compared to this one.
  • No.
10
If you answered yes to the question 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
11
I understand that I must reside in Washington State.
  • Yes
  • No

Required Question