Administrative Specialist III

King County   Seattle, WA   Full-time     Administration / Clerical
Posted on October 5, 2021
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Summary

The Communications Team in the Administrative Services Division of Public Health-Seattle & King County is seeking diverse applicants who are representative of our King County community to apply for the position of Administrative Specialist III.  The Communications Team strives for innovative, efficient and culturally competent approaches to public service.  

THE POSITION This Administrative Specialist III (AS III) position supports the Communications Team within the Office of the Director in our work in the COVID-19 (coronavirus) response. This individual will work in a fast-paced environment, managing complex administrative projects that involve multiple tasks and partners. This position coordinates trainings, schedules and reports out at meetings, troubleshoots technical issues and acts as a liaison between the team and Information Technology; provides and coordinates responses to public inquiries; composes, edits and formats documents and publications; provides presentation and graphic design support, including formatting translated materials; documents activities and resources, maintains organization of materials, Sharepoint/Teams site and other document sharing activities. 
 

This position currently is funded through 6/30/22 and may be extended, contingent on funding. The person selected for this position must live in Western WA and have the ability to report to Downtown Seattle if necessary.

Commitment To Equity And Social Justice: As the only county in the United States named after Martin Luther King Jr, one of the most influential civil rights leaders in our nations' history, King County is a vibrant community with residents that represent countries from around the world. It is a region with increasing diversity that cherishes the artistic and social traditions of many cultures. Together, we're changing the way government delivers service and winning national recognition as a model of excellence.

We continue to build on an enduring legacy of shared values of equity and social justice, employee engagement, innovative thinking, and continuous improvement. With this commitment, King County has adopted a pro-equity agenda aimed at advancing regional change and is developing the systems and standards necessary to achieve better outcomes for all of our residents, regardless of their race or income. All of these qualities make King County one of the nation's best places to live, work, and play.

Job Duties

  • Develop and maintain communications file sharing sites. Train team staff on the basic use of common equipment and systems such as SharePoint, network access, Teams and Skype. Coordinate training sessions and related logistics; schedule meetings and reserve rooms for multiple cross-unit and cross-department workgroups; and operate, maintain and track inventory of complex electronic and audio/visual equipment. 
  • Oversee, organize, establish and maintain data and information sources, such as contracts, documentation of grant-related data and research, partner contact lists and other team documents. 
  • Provide timely and useful information to external customers by e-mail and phone about Public Health programs and services, and applying related procedures, policies and laws. 
  • Compose, solicit, edit, proofread, design, format documents, and publications. 
  • Take careful and timely notes and summaries at meetings and provide to team members
  • Assist in preparing and monitoring budgets. Support onboarding and interview processing.
  • Report to Public Health or other locations as assigned for response duties during emergencies and disasters.

Experience, Qualifications, Knowledge, Skills

Competitive candidates will be:

  • Adept at working as a member of a team and will be a strong problem solver, comfortable making decisions within the scope of the role. 
  • Highly proficient in the use of Microsoft products including Word, Excel, Outlook, Publisher, PowerPoint, One Drive, Teams, and SharePoint.  
  • Able to train professional staff on basic Microsoft programs like Teams and SharePoint. Skilled in planning large gatherings such as trainings and ongoing activities of multidisciplinary work groups, including managing logistics and on-site technical support. 
  • Skilled in managing complex projects in a governmental or similar setting that involve working with multi-disciplinary teams. 
  • Proficient in planning and organizing a large volume of administrative tasks and able to establish work priorities; be adaptable to rapid change; and work effectively under tight timelines and with high profile projects. 
  • Skilled in customer service including providing public audiences with clear, timely and helpful responses to information requests in person, by phone and in writing. 
  • A skilled communicator. Able to take notes and share highlights accurately and efficiently.  
Desired Qualifications
  • Skilled in Skype and Teams for telecommunications; prioritizing tasks; InDesign and Photoshop for newsletters, graphic design, and image editing. Ability to use Gov Delivery. 
  • Secondary language skills a plus.

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.

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.

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.
 
Who May Apply: This position is open to all qualified internal and external candidates. To be considered as a Special Duty applicant, you must be a current Career Service, King County employee who has successfully passed probation and must get your supervisor's approval if this assignment is offered to you.
 
Application Process: 
 The following items are required to be considered for this vacancy:

  • An electronic application through www.kingcounty.gov/jobs or www.governmentjobs.com (use the "Apply" link) including work history and position duties.
  • Responses to supplemental questions. Please do not copy and paste your resume or resume sections in the responses to the supplemental questions. Doing so will be considered an incomplete application, unless the responses thoroughly and completely answer the question posed.
  • Cover Letter
  • Resume
Your application may be rejected as incomplete if you do not include the relevant information in the application. Cover letters and/or resumes are not accepted in lieu of a completed application. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted.
  • The selection process may include but is not limited to: evaluation of application materials and supplemental questions, interviewing, and testing. For more information on our selection process, please refer to www.kingcounty.gov/depts/health/jobs/hiring.
  • Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.
  • Staff may be required to play an active role in the event of a public health emergency, which may include changes in responsibilities, work location and working hours.
 
Necessary Special Requirements
  • The selected candidate will be required to pass a thorough background investigation.
  • Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
  • Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing required training on time.
 
Work location: This position is currently 100% remote, which may change. The applicant must live in Western Washington and have the ability to report to downtown Seattle if necessary. The Communications Team is an essential response unit for the department as we respond to the coronavirus pandemic. While we are working remotely, there may be occasion to report to downtown Seattle or another King County location if the need arises, and work 12 hour shifts for extended periods of time.

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.
 
Work schedule: The standard work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. This position is subject to the Fair Labor Standards Act and is overtime eligible.
   
Union affiliation:
This position is represented by the PROTEC17.
 
Contact:
For more information about the application process, please contact Catherine Fitzpatrick, HR Analyst at Catherine.fitzpatrick@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
Do you have experience managing complex administrative projects that involve multiple tasks and partners?
  • Yes
  • No
02
If you answered yes to question #1 please describe your experience, including the type of project(s) and your role. If this is not applicable please type N/A
03
Do you have experience with storing, organizing, and sharing information using SharePoint and Teams and other technology tools?
  • Yes
  • No
04
If you answered yes to question #3, please describe your experience using SharePoint and Teams and other technology tools. If you do not have this experience, please type in N/A
05
Do you have experience with image editing and graphic design?
  • Yes
  • No
06
If you answered yes to question #5, please describe your experience using PowerPoint, Microsoft Publisher and/or other graphics programs. If you do not have this experience, please type in N/A
07
Do you have experience in a fast-paced team environment in which you needed to show initiative in developing projects that contribute to the overall team functioning?
  • Yes
  • No
08
If you answered yes to question #7, please describe your experience showing initiative to develop projects that contribute to team functioning. If you do not have this experience, please type in N/A.
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

Required Question