Administrative Specialist II

King County   Seattle, WA   Full-time     Administration / Clerical
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Posted on April 30, 2021
Summary

The Department of Community and Human Services (DCHS) values diverse perspectives and life experiences. The Department encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans and those with lived experience.


The Department of Community and Human Services (DCHS) Department of Community and Human Services provides equitable opportunities for people to be healthy, happy, self-reliant, and connected to community.
 

WHO MAY APPLY:  This position is open to all qualified candidates that meet the minimum qualifications.  The Department of Community and Human Services values diverse perspectives and life experiences.  The Department encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with lived experiences.  
 
REQUIRED MATERIALS: Candidates who wish to be considered for this position must submit an online King County application and respond to the supplemental questions.  Your application may be rejected as incomplete if you do not include the requested and relevant information in the online application and supplemental questionnaire.  Applications and/or supplemental questionnaires that state, “see my resume” are considered incomplete and will not be considered to be competitive. 


WORK SCHEDULE: This position is scheduled to work 40 hours per week, Monday - Friday, 8am - 5pm. This position meets the provisions of the Fair Labor Standards Act and is overtime eligible with supervisory pre-approval.

TEMPORARY TELECOMMUTING REQUIREMENT
The work associated with this position will be performed remotely, at least through July 5, 2021 in compliance with King County’s telecommuting mandate. 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.

UNION MEMBERSHIP:  Positions in this classification are not represented.

RECRUITER:  Annette.Coleman@kingcounty.gov

Job Duties

  • Create a welcoming environment on the phone and in person, to people calling or visiting the Department and connect them to the relevant resources.
  • Format, proofread, edit, and route memos, letters and technical documents such as contracts, amendments, reports, newsletters, and manuals, using King County and Division style guidelines for grammar, punctuation, terminology, abbreviations, font, spacing, tabbing, and alignment throughout.  Independently research to resolve questions/problems.
  • Establish, maintain, modify, track and/or retrieve information and records in spreadsheets and customized database applications.  Enter, obtain and verify information; manage records based on retention schedule.
  • In-office clerical responsibilities such as distributing and processing mail and/or supplies, copying documents, scanning, faxing and distributing faxes and troubleshooting problems with copy machines, fax machines, laptops, projectors and other equipment.
  • Provide support for program meetings including but not limited to managing multiple calendars, scheduling in-person, Skype for Business, Microsoft Teams and/or Zoom meetings, attending meetings, taking and transcribing minutes, setting up equipment and closed-captioning option, reserving meeting locations and catering, preparing meeting documents.
  • Collaborate with program staff to provide technical assistance in preparing and completing correspondence, travel and employee reimbursements.
  • Accurately and appropriately route customers, clients, or partners that require interpretation of established program policies and procedures to program managers or relevant resources.
  • Update website pages using Microsoft Sitecore; manage Microsoft Teams and SharePoint site.
  • Perform other related duties as assigned.

Experience, Qualifications, Knowledge, Skills

  1. Two years of full-time (or the equivalent of two years of full-time) general office experience providing clerical support. 
  2. Excellent customer service and public relations skills in a diverse work environment. 
  3. One year of experience taking and transcribing meeting minutes. 
  4. Intermediate experience using the Adobe, Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Publisher, as well as SharePoint and OneDrive. 
  5. Strong writing skills, including proper usage of grammar, spelling, and punctuation. 
  6. Ability to type a minimum of 50 words per minute. 
  7. Experience communicating effectively, both orally and in writing. 
  8.  Initiative and accountability skills for work product or service. 
  9. Ability to work and make decisions in a team environment, be an effective team member, help co-workers and ask for help appropriately, work with the schedules of other staff, be cooperative and able to compromise and resolve issues with minimal direction, be flexible and work professionally with all levels of staff.
  10. Ability to prioritize workload, work under pressure with tight timelines and changing priorities, and simultaneously work on multiple assignments. 
  11. Experience working in environments requiring maintaining confidentiality.  
  12. Demonstrated punctuality and dependability in daily attendance.

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.
 
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
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.
02
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
03
Do you have at least two (2) or more years' experience providing administrative support in a fast paced, team-oriented environment work environment?
  • Yes
  • No
04
Do you have at least one (1) or more years' experience in taking and transcribing meeting minutes?
  • Yes
  • No
05
Please identify your proficiency in the following programs: MS Word
  • Beginner
  • Intermediate
  • Expert
06
MS Outlook
  • Beginner
  • Intermediate
  • Expert
07
SharePoint
  • Beginner
  • Intermediate
  • Expert
08
OneDrive
  • Beginner
  • Intermediate
  • Expert
09
Please describe your experience using an equitable and social justice driven approach when completing tasks, interacting with colleagues and the public.

Required Question