Administrative Specialist II - Project Controls Office (SDA/TLT)
King County
Pioneer Square, WA
Full-time
Administration / Clerical
Posted on June 2, 2023
Salary
$48,900.80 - $61,963.20 Annually
Location
Seattle, WA
Job Type
Special Duty Assignment or Term Limited Temp (TLT)
Job Number
2023ECB18620
Department
MTD - Metro Transit
Division
Capital
Opening Date
06/01/2023
Closing Date
6/14/2023 11:00 PM Pacific
FLSA
Non-Exempt
Bargaining Unit
W2 : TEA-DOT Staff, Interest Arb
Summary
King County Metro Transit is hiring a dynamic and detail-oriented Administrative Specialist II to provide technical and clerical support for the Capital Division's Project Controls Office (PCO). We are hiring to immediately fill one Term-Limited Temporary (TLT) / Special Duty Assignment position that is expected to last through 5/31/2026.
The Administrative Specialist II provides comprehensive administrative support to the PCO's 13 Project Control Engineers and Project Controls Supervisor. This includes scheduling meetings, taking meeting minutes, and maintaining distribution lists. This position is also responsible for data management using a variety of software tools, securing approvals, tracking vendor payments, and maintaining organized records and filing systems. Ideal candidates will demonstrate their attention to detail, organizational skills to ensure on-time completion of deliverables, and strong interpersonal communication skills to work cohesively with a highly diverse team of skilled professionals.
The successful candidate will play a critical role in supporting the growth of King County Metro Transit as we expand service to serve our growing communities where needs are greatest. If you are an administrative professional with a passion for improving processes and being part of a high-performing team in a fast-paced environment, this is an excellent opportunity for you.
Who may apply: We are accepting applications from all qualified candidates.
Recruitment info: This recruitment will be used to fill one Administrative Specialist II position, either as a Term-Limited Temporary (TLT) position or a Special Duty Assignment (SDA) which is expected to last through May 31, 2026.
This recruitment may also be used to establish an eligibility pool to fill future career service, term-limited temporary, and/or special duty assignment vacancies that may occur over the next 12 months for the Administrative Specialist II classification in the Project Controls Office. The eligibility pool will be used at the discretion of the hiring manager or until exhausted.
Tentative Recruitment Timeline (subject to change)
Job Duties
Applying equity and social justice (ESJ) principles is a daily responsibility and a foundational expectation for all King County employees. Administrative professionals are expected to apply ESJ principles that exemplify shared values, behaviors, and practices to all aspects of the work. In this role, you will also:
We are looking for candidates who possess the following minimum qualifications :
Work schedule/ location
The typical work schedule is Monday through Friday, 8 am to 4 pm, with the flexibility to set an earlier start time with supervisor approval. The primary location for this job is at the King Street Center (201 South Jackson Street, Seattle), however, the work in this hybrid position is predominantly performed through telework at this time. This position is subject to the provisions of the Fair Labor Standards Act and therefore is eligible for overtime if scheduled and approved.
Requirements when Teleworking
The work associated with this position will be performed through a combination of teleworking and onsite work and meetings as needed. Employees will have access to shared workspaces at various King County facilities. 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 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 the wearing of 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 be joining an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment.
To Apply
REQUIRED Application Materials:
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 Emily Clark at EmClark@KingCounty.gov.
Selection Process
Applicants will be screened for clarity, thoroughness, competitiveness, and written communication skills. Initial screening will be based on a review of application materials. The employment history detailed in your application MUST validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process. The most competitive candidates may be invited to participate in one or more interviews. Formal offers will be finalized after candidates have successfully completed any necessary pre-employment processes, such as reference checks and/or internal record reviews. Applications without the following required materials may not be considered for this position:
An Employer To Be Proud Of
The Puget Sound region boasts the country's fastest-growing public transit network and King County Metro was recently named Best Large Transit System in North America by the American Public Transit Association (APTA). Metro is a world-class, integrated public transportation network committed to building healthy communities, a thriving economy and a sustainable environment. Our public transportation network includes buses, passenger ferries, light rail, paratransit and streetcars. Visit http://kingcounty.gov/audience/employees/careers/why-work-here.aspx to learn more about what it's like to work for King County.
Commitment to Equity and Social Justice
As the only jurisdiction in the world 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, diverse community with residents that represent countries from around the world. It is a region with increasing diversity that embraces the traditions of many cultures. To learn more, please visit https://www.kingcounty.gov/elected/executive/equity-social-justice.aspx
Forbes 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 that is 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 are 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 Americans 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.
Union Representation: TEA (W2: Technical Employees Association)
Classification and Pay: Administrative Specialist II, Job code: 421325, Pay Grade: 137
Contact the Recruiter with Questions: Emily Clark, HR Analyst: EmClark@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:
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.
$48,900.80 - $61,963.20 Annually
Location
Seattle, WA
Job Type
Special Duty Assignment or Term Limited Temp (TLT)
Job Number
2023ECB18620
Department
MTD - Metro Transit
Division
Capital
Opening Date
06/01/2023
Closing Date
6/14/2023 11:00 PM Pacific
FLSA
Non-Exempt
Bargaining Unit
W2 : TEA-DOT Staff, Interest Arb
Summary
King County Metro Transit is hiring a dynamic and detail-oriented Administrative Specialist II to provide technical and clerical support for the Capital Division's Project Controls Office (PCO). We are hiring to immediately fill one Term-Limited Temporary (TLT) / Special Duty Assignment position that is expected to last through 5/31/2026.
The Administrative Specialist II provides comprehensive administrative support to the PCO's 13 Project Control Engineers and Project Controls Supervisor. This includes scheduling meetings, taking meeting minutes, and maintaining distribution lists. This position is also responsible for data management using a variety of software tools, securing approvals, tracking vendor payments, and maintaining organized records and filing systems. Ideal candidates will demonstrate their attention to detail, organizational skills to ensure on-time completion of deliverables, and strong interpersonal communication skills to work cohesively with a highly diverse team of skilled professionals.
The successful candidate will play a critical role in supporting the growth of King County Metro Transit as we expand service to serve our growing communities where needs are greatest. If you are an administrative professional with a passion for improving processes and being part of a high-performing team in a fast-paced environment, this is an excellent opportunity for you.
Who may apply: We are accepting applications from all qualified candidates.
Recruitment info: This recruitment will be used to fill one Administrative Specialist II position, either as a Term-Limited Temporary (TLT) position or a Special Duty Assignment (SDA) which is expected to last through May 31, 2026.
This recruitment may also be used to establish an eligibility pool to fill future career service, term-limited temporary, and/or special duty assignment vacancies that may occur over the next 12 months for the Administrative Specialist II classification in the Project Controls Office. The eligibility pool will be used at the discretion of the hiring manager or until exhausted.
Tentative Recruitment Timeline (subject to change)
- Initial review of applications should be completed by 6/23/2023
- Virtual Interviews: Tentatively planned for Wednesday 6/28 and Thursday 6/29/2023
- START DATE: 7/17/23 or sooner (if possible)
Job Duties
Applying equity and social justice (ESJ) principles is a daily responsibility and a foundational expectation for all King County employees. Administrative professionals are expected to apply ESJ principles that exemplify shared values, behaviors, and practices to all aspects of the work. In this role, you will also:
- Deliver day-to-day administrative support to team members within the workgroup.
- Schedule meetings, take meeting minutes, track, and create and maintain distribution lists and provide support with the necessary equipment.
- Create, maintain, update, enter, and retrieve data related to groups' work functions by utilizing software that may include Word, Outlook, Teams, Access, SharePoint, Content Manager, PowerPoint, Excel, Airtable, and specialized database systems including forms, graphics, and templates, e.g., Oracle EBS, Aurigo Masterworks (Capital Management Reporting System) or similar such software.
- Secure approvals via DocuSign consistent with Capital's Delegation of Sub-Delegation (DOSA), log and track vendor payments (both project- and non-project specific) and procurement deadlines including Contract Purchase Agreements (CPAs) and use existing standardized contract files in accordance with King County Records Management best practices.
- Maintain organized, accurate, and accessible records and filing systems, including complex records, correspondence, and related documents. Filing systems include digital and physical documents.
- Be responsible for creating requisitions and tracking approvals within Oracle EBS to ensure vendor payments are made timely and consistent with contract terms as applicable.
- Compose, draft, type, proofread and edit documents, contracts, and/or various correspondence to ensure they conform to the appropriate use of the English language, King County Editorial Style Guide, and internally established procedures.
- Scan and file documents and ensure the upkeep of filing systems.
- Maintain electronic tracking mechanisms and tickler file systems to track correspondence, inquiries, requests, and reminders from various sources.
- Assist with special projects as needed and perform other duties as assigned.
We are looking for candidates who possess the following minimum qualifications :
- Increasingly responsible office or administrative support experience with a group or team of professional or technical staff.
- Ability to independently manage multiple and shifting priorities while using effective analytical, communication, and interpersonal skills and the ability to work in a self-directed manner as well as part of a team in a fast-paced and collaborative environment.
- The ability to communicate effectively and clearly, both verbally and in writing.
- Demonstrated ability to effectively problem solve, prioritize, and apply good judgment when handling time-sensitive or highly important requests and inquiries.
- Ability to be detail-oriented, organized, and use initiative to solve problems.
- Ability to establish and maintain respectful working relationships with diverse coworkers, colleagues, and internal/external customers; ability to deal with others with tact, diplomacy, and courtesy.
- Strong customer focus with a dedication to integrity, ethics, trust, and values.
- Basic knowledge of best practices for Records Management and/or retention policies and practices.
- Proficiency in Adobe (or other docu-signing software) and Microsoft Office 365 programs, including the ability to manage emails, perform calendaring, and create presentations, documents, spreadsheets, and other items.
- Ability to produce high-quality work products under tight deadlines.
- The ability to effectively work with competing requests, and a variety of personalities and communication styles.
- Demonstrated ability to learn software applications and have a proactive approach to learning new and established processes.
- Prior experience in a customer service or client-facing position
- Prior experience in a real estate, environmental planning, or engineering office and knowledge of related terminology, including purchasing/procurements.
- Basic knowledge of Oracle Financial system or similar such system(s).
- Experience in developing visual display boards and/or graphics to share data and information.
- Experience or demonstrated skill in applying best practices for Records Management and/or retention policies and practices, especially in the public sector.
- Demonstrated advanced copy editing and grammar skills, and excellent oral and written communication.
- Demonstrated ability to draft, proofread, edit, compile, and finalize letters and documents.
Work schedule/ location
The typical work schedule is Monday through Friday, 8 am to 4 pm, with the flexibility to set an earlier start time with supervisor approval. The primary location for this job is at the King Street Center (201 South Jackson Street, Seattle), however, the work in this hybrid position is predominantly performed through telework at this time. This position is subject to the provisions of the Fair Labor Standards Act and therefore is eligible for overtime if scheduled and approved.
Requirements when Teleworking
The work associated with this position will be performed through a combination of teleworking and onsite work and meetings as needed. Employees will have access to shared workspaces at various King County facilities. 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 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 the wearing of 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 be joining an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment.
To Apply
REQUIRED Application Materials:
- An online King County application , updated with all relevant work history going back at least 10 years (or more, in order to provide ALL relevant experience), with all duties, dates of employment, and reasons for leaving explained clearly.
- Responses to all required supplemental questions .
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 Emily Clark at EmClark@KingCounty.gov.
Selection Process
Applicants will be screened for clarity, thoroughness, competitiveness, and written communication skills. Initial screening will be based on a review of application materials. The employment history detailed in your application MUST validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process. The most competitive candidates may be invited to participate in one or more interviews. Formal offers will be finalized after candidates have successfully completed any necessary pre-employment processes, such as reference checks and/or internal record reviews. Applications without the following required materials may not be considered for this position:
- King County Application
- Responses to Supplemental Questions
An Employer To Be Proud Of
The Puget Sound region boasts the country's fastest-growing public transit network and King County Metro was recently named Best Large Transit System in North America by the American Public Transit Association (APTA). Metro is a world-class, integrated public transportation network committed to building healthy communities, a thriving economy and a sustainable environment. Our public transportation network includes buses, passenger ferries, light rail, paratransit and streetcars. Visit http://kingcounty.gov/audience/employees/careers/why-work-here.aspx to learn more about what it's like to work for King County.
Commitment to Equity and Social Justice
As the only jurisdiction in the world 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, diverse community with residents that represent countries from around the world. It is a region with increasing diversity that embraces the traditions of many cultures. To learn more, please visit https://www.kingcounty.gov/elected/executive/equity-social-justice.aspx
Forbes 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 that is 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 are 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 Americans 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.
Union Representation: TEA (W2: Technical Employees Association)
Classification and Pay: Administrative Specialist II, Job code: 421325, Pay Grade: 137
Contact the Recruiter with Questions: Emily Clark, HR Analyst: EmClark@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
- 12paid 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
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.