Administrative Staff Assistant - Human Resources
- Summary
Come join the King County Parks and Recreation Division Human Resources team! This role will be instrumental in helping Parks HR improve and streamline processes and procedures that support a positive work environment for our employees. In this position, the Administrative Staff Assistant will work with all levels of the HR services team on a variety of projects and HR initiatives. The Parks HR team is centered upon inclusivity, creativity, and finding ways in which our actions improve business processes and help meet the diverse needs of our workforce. The work performed by the Administrative Staff Assistant is essential in process improvement, archival records management (LaserFiche), as well as coordination of HR led meetings, recruitments, and program administration. This role requires comprehensive support for a team of 2 Senior HR Analysts, 1 HR Analyst, 1 Associate HR Analyst, and 1 Human Resource Manager-II. Work performed includes but is not limited to: data entry, filing, copying, routing information and forms, personnel records management, scheduling of events and calendaring, customer service and general HR office support. One primary focus of this Term-Limited 24-month appointment is the LaserFiche data and records management project.
Successful candidates will possess customer service and communication skills coupled with the ability to multitask various administrative assignments. This position requires a high level of attention to detail and accuracy on work tasks, great organizational skills, the ability to meet tight deadlines and prioritize and complete multiple critical requests. A good sense of humor is important, as is the capacity to be flexible and to change direction at a moment’s notice.
Successful candidates will be able to complete complex tasks and projects quickly with limited guidance, react with appropriate urgency to situations that require a quick turnaround, be able to take effective action without having to know the total picture, and efficiently and proactively solve difficult or complex problems that affect staff inside and outside the section. The ability to utilize tact and diplomacy in accomplishing all these tasks is critical.
About the Division: Be a part of King County Parks! King County Parks has evolved from 150 acres in 1938 to more than 32,000 acres. Today, our system consists of more than 205 parks, 175 miles of regional trails, and 250 miles of backcountry trails. Our mission is to steward, enhance and acquire parks to inspire healthy communities. We seek to cultivate strong relationships with community partners to enhance park amenities for all King County residents to enjoy today and for generations to come. Learn more at www.kingcounty.gov/parks.
And check us out on the socials at Facebook, Twitter, Instagram and Flickr.
Who is Eligible: This position is open to all qualified applicants, King County and the Parks and Recreation Division values diverse perspectives and life experience and encourages people of all backgrounds to apply.
Individuals interested in joining our team must be committed to racial, social and economic equality for ALL people in King County. We welcome applications from people who will help us consistently demonstrate the values of equity, respect and partnership.
To learn about the King County Equity and Social Justice Strategic Plan click here.
Duration: This Term-Limited-Temporary (TLT)/ Special Duty Assignment (SDA) position is anticipated to be up to 24 months in duration.
- TLT: Open to the public and all King County employees.
- SDA: Open to current King County career service or appointed employees who have passed their initial probationary period.
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.
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.
Work Location: Primarily teleworking and the King Street Center 201 S. Jackson St., Seattle WA 98104. There will be an expectation to travel to various King County Parks for events on an as needed basis, as well as local community events within King County.
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. Monday through Friday.- Job Duties
- Manage administrative functions for the Human Resources unit: respond to general inquires, process and distribute work unit mail, draft correspondence, and update and maintain visual management tools. Order supplies and equipment, finalize registrations, and assist in coordinating logistics and payments for travel, trainings, and webinars.
- Organize and maintain records as well as create files in LaserFiche personnel records filing system project. Enter and maintain personnel records according to King County records retention policies. Maintain HR databases and electronic filing systems, prepare reports from databases as requested by HRM-II.
- Manage meeting logistics for work unit staff, including sending meeting appointments, making room reservations, configuring meeting rooms, securing and arranging audio/visual equipment, and running online meetings. Coordinate the preparation of agendas and other information for a variety of meetings; prepare meeting minutes/notes. Participate in coordination of events and activities including outreach and recruitment events, staff team-building events and retreats, and other events as needed.
- Create and implement HR focused information guides and/or streamlined information systems that help inform employees on required policies and procedures and available resources. Collaborate with other division administrative staff on events, announcements, and key communications updates.
- Maintain confidentiality in working with sensitive personnel information.
- Update internal staff websites (e.g. SharePoint). Work with HR Manager and analysts to proactively identify needs and revisions. Work with others to develop, maintain, and manage webpages and SharePoint sites.
- Manage internal MS Teams sites. Create and Manage MS Teams folders, content, and permissions as needed.
- Experience, Qualifications, Knowledge, Skills
Minimum Qualifications:
- Three years of administrative support experience OR any equivalent combination of experience and education which provides the applicant with the specific skills, knowledge, and ability to perform the work.
- Strong customer service and communication skills and experience
- Experience working with confidential records and/or archives.
- High level of computer proficiency with Microsoft Office Suite, as well as Adobe products. Must be proficient with internet and intranet usage and management of electronic documents.
- Proficiency with facilitating Microsoft Teams and Zoom video meetings that include collaboration tools of breakout rooms, whiteboards, etc. Ability to investigate, learn, and facilitate other remote collaboration tools where appropriate.
- Ability to work independently and in a team environment. Establish and maintain effective working relationships with other staff. Work with and adjust priorities based on input from multiple sources.
- Skilled in project research including but not limited to web research, data collection, and spreadsheet management.
- Ability to maintain composure and professionalism during stressful times.
- Positive, proactive, and able to have fun at work and help others do the same.
- Experiment to find creative solutions; adaptable to change and able to remain open to new ideas and ways of doing things.
The Successful Candidate Will Have the Following Competencies:- Collaborates: Building partnerships and working collaboratively with others to meet shared objectives.
- Communicates Effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
- Customer Focus: Building strong customer relationships and delivering customer-centric solutions.
- Values Differences: Recognizing the value that different perspectives and cultures bring to an organization.
- Action Oriented: Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
- Tech Savvy: Anticipating and adopting innovations in business-building digital and technology applications.
- 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
- Cover Letter detailing your background and what you bring to this position
- Responses to supplemental questions
For more information regarding this recruitment, please contact:
Jessica Fuqua at jfuqua@kingcounty.gov or 206-848-0342.
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
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.
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01Are you applying to this position as an eligible current or previous King County Employee Priority Placement Program Participant? 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? 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. Additionally, the position I was laid off from was the same or a higher percentage of FT status when compared to this one.
- No.
02If 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 layoff03How many years of administrative support experience do you have?- 0 - 1 years
- 1 - 2 years
- 2 - 3 years
- More than 3 years
04Please indicate below the software in which you have a demonstrated proficiency (check all that apply).- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- Adobe
- Sharepoint
- Laserfiche
- Peoplesoft
- NEOGOV
- Other payroll systems
- Other Applicant Tracking System (ATS)
- None of the above
05If you selected "Other payroll system" or "Other ATS," please specify the payroll systems or ATS that you have had experience with.Required Question