Administrative Specialist III

King County   Auburn, WA   Full-time     Administration / Clerical
Posted on January 13, 2022
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Summary

This position provides primary support to the King County Science and Technical Support Section in the Water and Land Resources Division (WLRD). Our section consists of over 40 staff with wide-ranging expertise. We provide scientific guidance for water and land management in a county home to 2.2 million people, a surging economy, and threatened species such as orca, salmon, and steelhead. We lead studies in environmental sciences, manage monitoring programs, deliver technical services, and inform evidence-based policies and regulations. We collaborate with the University of Washington, the Washington Departments of Fish and Wildlife, Ecology, and Health, and many others. Learn more at our website. This position will provide a wide range of administrative, financial, and technical/clerical support, with a focus on service functions to engineers, ecologists, scientists, and project/program managers within the Science and Technical Support Section.

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 international community with residents that represent countries from around the world. It is a region with increasing diversity that cherishes the traditions of many cultures.
 
We have a deep commitment to equity and social justice and advancing practices, strategies, and policies that promote fairness, justice, and opportunity for all – in our workplaces and our communities. With this commitment, King County has adopted a pro-equity agenda to advance regional change and ensure that residents from vulnerable communities are incorporated into our emergency planning and public outreach efforts. To learn more, please visit http://www.kingcounty.gov/equity.

Who is Eligible: This position is open to all qualified applicants.

Telecommuting Requirement
The work associated with this position will be performed by teleworking with some onsite work and meetings.  The frequency of onsite work will be informed by business needs. Employees will have access to shared workspaces as needed at various King County facilities. Employees must reside in WA 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 by the department in alignment with the Public Health Directive from the Seattle & King County Public Health Officer. 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.

Work Location: Predominately teleworking and the King Street Center 201 S. Jackson St., Seattle WA 98104.

Work Schedule: This position is covered under the provisions of the Fair Labor Standards Act (FLSA) and is overtime eligible. This full-time position works a 40-hour work week. The work schedule is typically 8:00 a.m.–5:00 p.m. Monday–Friday.  

Job Duties

  • Under limited supervision, independently prioritize and provide office and administration coordination services for the Science and Technical Support Section.
  • Plan and adapt office processes for managing files, records, equipment, supplies, purchases, invoices, travel, and training. Research, interpret, and apply relevant King County policies, procedures, and codes.
  • Support Section in their needs for purchases, invoices, reimbursements, grants, and contracts. Coordinate, order, and track receipt of supplies and equipment. Reconcile expenses in Oracle. Assist project managers in processing and routing grant and contract invoices. Understand and use relevant county processes and protocols.
  • Administer Microsoft’s Office 365 Cloud Suite (e.g., SharePoint, Teams, Forms, Lists, among others) to engage staff, to organize files, records, and materials, and to track hiring, deliverables, purchases, invoices, reimbursements, and inventory.  
  • Compose, prepare, draft, summarize, proofread, and edit a variety of documents through final form to ensure they conform with Section guidelines and County standards.  
  • Perform complex word-processing tasks, prepare forms and legal documents, maintain and update mailing lists and document templates.
  • Support section manager and supervisors by scheduling meetings, managing calendars, processing documents, and tracking correspondence. Procure equipment for new hires and train them on administrative processes and policies.  
  • Create and manage online inventory of vehicles, equipment, and supplies. Track schedule and make appointments for vehicle and equipment maintenance and replacement.  
  • Lead, coordinate, and track annual trainings, licenses, certifications, and travel. Compile annual travel plan. Prepare and process training request and reimbursement forms, expense claims, and associated purchases. Understand and apply County travel policies.
  • Use King County’s Content Management System software to archive inactive records in accordance with King County’s Records Retention policies.  Lead records management maintenance efforts.  
  • Willingness to be onsite to support staff as often as 1-3 times a week, if needed.  
  • Other duties requested as part of office administration.

Experience, Qualifications, Knowledge, Skills

Our Ideal Candidate Will Have The Following Competencies:

  • Tech Savvy – Anticipating and adopting innovations in business-building digital and technology applications.
  • Cultivates Innovation – Creating new and better ways for the organization to be successful.
  • Optimizes work processes – Planning and prioritizing work to meet commitments aligned with organizational goals.
  • Interpersonal/organizational savvy – Relating openly and comfortably with diverse groups of people, and maneuvering comfortably through complex policy, process, and people-related organizational dynamics.
  • Being Resilient – Rebounding from setbacks and adversity when facing difficult situations.
  • Customer Focus – Builds strong customer relationships and delivers customer-centric solutions.
Required Qualifications
  • Three or more years of general office experience providing administrative, technical, clerical and customer service support functions. Can be supplemented with education from administrative program or degree.
  • Experience taking initiative within the scope of the position; effectively planning, prioritizing, and managing workload while adapting to changes in a high-pressure fast-paced environment.
  • Experience working and making decisions as a team member; working with the schedules of other staff and cooperating, compromising, and resolving issues with minimal direction; being flexible and working professionally with everyone.
  • Demonstrated ability to communicate effectively, both in writing and verbally, to clarify and manage expectations, resolve problems, and build trust.
  • Experience solving problems and making sound decisions; being skillfully assertive when needed; learning quickly when faced with new problems, experimenting to find solutions, and learning from successes and failures.
  • Training on County systems can be provided, but candidate should have working general knowledge of software applications (MS Office, SharePoint, Oracle) and word processing skills, including experience creating, managing, and maintaining data and spreadsheets, as well as operating standard office equipment.
  • Demonstrated ability to manage sensitive records and skill in maintaining confidentiality.
Desired Qualifications
  • Experience coordinating with others and working independently in a remote environment, including coordinating, hosting, and participating in Microsoft Teams and Zoom meetings.

Supplemental Information

Application and Selection Process: Application materials will be screened for clarity, completeness including online application, cover letter and resume, and responsiveness to the list of qualifications, skills, and abilities. The most competitive candidates may be invited to participate in one or more panel interviews. Applications without the following required materials may not be considered for this position.

  • King County application
  • Resume (max. 1 page)
  • Cover Letter detailing your background and what you can bring to this position (max. 1 page)
  • Responses to five supplemental questions
Union Representation: Positions in this classification are represented by International Brotherhood of Teamsters, Local 117-Administrative Support Employees.  

Please Note: In addition to the wage rate shown above, a contribution of $0.50 cents for every eligible hour as defined in the collective bargaining agreement will be deducted from the hourly rate and paid into the Teamster Pension Trust Fund on behalf of the employee.

For more information regarding this recruitment, please contact:
Deena Prasad, Senior Human Resources Analyst
deprasad@kingcounty.gov
206-263-0101

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

King County Executive Branch employees are required to be fully vaccinated against COVID-19. If you are the successful candidate for the position you applied for, 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

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 the 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
In 100 words or less, describe a situation in which you adopted an innovative technology to address a business need.
04
In 100 words or less, explain your method for prioritizing tasks at work. What factors are most important to consider?
05
In 100 words or less, explain what you would do in your first month on the job to build and maintain strong relationships with your coworkers.
06
In 100 words or less, describe an example where you provided excellent service to a customer, client, or manager. What made it excellent?

Required Question