Capital Administrative Specialist III – Project Controls, Management & Performance

King County   Seattle, WA   Full-time     Project Management
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Posted on April 6, 2021
Summary


King County Metro Transit is currently recruiting an Administrative Specialist III position to provide a variety of technical and clerical support and office coordination for the Project Controls, Management & Performance (PCMP) unit. This unit in Metro's Capital Division has over twenty team members that are responsible for performance monitoring, budget and finance administration, data management, project administration, contract administration, and process improvement both within the Capital Division and throughout Metro.
 
The successful candidate will play a critical role in supporting Metro’s Capital Improvement Program (CIP) by helping to facilitate critical PCMP services that help “get things built”. PCMP supports Metro’s mission in becoming a mobility agency that places a high value in contributing to healthy communities, a thriving economy, and a sustainable environment while making investments in areas of greatest need. ?Our work is integrated with Equity and Social Justice (ESJ) principles and is 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. If you are an administrative professional with a passion for improving processes and being part of a high-performing, collaborative, and ESJ-driven team, this is an excellent opportunity for you!

Job Duties

Applying equity and social justice principles is a daily responsibility and a foundational expectation for all King County employees. In this role, you will apply equity and social justice principles that exemplify shared values, behaviors, and practices to all aspects of the work. As an Administrative Specialist III, you will: 

  • Deliver day-to-day administrative support to the Project Controls, Management & Performance unit which includes the Project Control Office and the Project Management Office.
  • Provide exceptional customer service to internal and external stakeholders which may include contractors, consultants, and other King County Divisions and Departments.
  • Be self-directed and work independently to prioritize work assignments and ensure tasks are completed timely and efficiently.
  • Think creatively to solve problems when procedures are not yet established and bring forward new ideas and deliverables to create standard work or contribute to established standard works.
  • Secure approvals via DocuSign (consistent with Division sub-delegation), log and track vendor payments (both project- and non-project specific) and procurement deadlines, including Contract Purchase Agreements (CPAs), using existing standardized contract files in accordance with King County Records Management best practices.
  • Maintain organized, accurate, and accessible records and filing systems, including sensitive and complex records, correspondence, and related documents. Filing systems include digital and physical documents.
  • Act as a timekeeper using PeopleSoft for the Project Controls, Management & Performance unit, and review timesheet and payroll documents for compliance with contract specifications along with state and federal reporting requirements.
  • Responsible for creating requisitions together with tracking approvals within Oracle EBS to ensure vendor payments are made timely and consistent with contract terms as applicable; use a County purchasing card and requisition on behalf of the PCMP unit and the Division, as necessary.  
  • Create, maintain, update, enter and retrieve data related to each groups’ work functions by utilizing MS Word, Outlook, Teams, Access, SharePoint, PowerPoint, ?Excel, Airtable programs and specialized database systems including forms, graphics, and templates (i.e., Oracle EBS, Aurigo Masterworks (Capital Management Reporting System) or similar such software).
  • Compose, draft, type, proofread and edit documents, contracts, and/or various correspondence to ensure these conform to the appropriate use of the English language, King County Editorial Style Guide, and internal established procedures.
  • Maintain group calendar, schedule meetings, take notes, prepare and distribute meeting minutes, track and log trainings, create and maintain distribution lists and provide support with necessary equipment.
  • Support the Capital Delivery Board Committee meetings by taking notes, assisting in meeting set-up, and other technical support as required.
  • Coordinate travel and training request arrangements for the Project Controls, Management & Performance unit (e.g. submit travel requests to leadership and purchase accommodations) and maintain travel and training logs.
  • Perform other duties as assigned.

Experience, Qualifications, Knowledge, Skills

The most competitive candidates will have demonstrated experience with increasingly responsible office or administrative support experience with a group or team of professional or technical staff, or a combination of education and/or experience that clearly demonstrates the ability to successfully perform the duties of the position.

Competitive candidates will also have:

  • 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. 

  • Ability to be detail-oriented, organized, and use initiative to solve problems. 

  • Ability to establish and maintain respectful working relationships with a diverse group of co-workers, 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 and Microsoft Office 365, including emails, contact lists, presentations, documents, spreadsheets, and calendaring. 

Desired Qualifications

  • Prior experience in a customer service or client-facing position. 

  • Basic knowledge of Lean Principles and/or prior experience in improving an existing process. 

  • Demonstrated interest and ability to learn and stay abreast of new technology systems and tools.  

  • Basic knowledge of Oracle Financial system and/or PeopleSoft or similar system(s). 

  • Prior experience with records management systems. 

  • Prior experience in an engineering and/or construction office. Prior experience in technical document editing. 

  • Prior experience in use of development, routing, and tracking of documents via DocuSign or similar software. 

  • Background in engineering and/or engineering terminology, including purchasing/procurements. 

Supplemental Information

This recruitment will be used to create an eligibility pool for future temporary or career service Administrative Specialist III positions. Pools may be active up to 12 months at the discretion of the hiring authority. 

Application & Selection Process

An online employment application and a cover letter describing your interest in and qualifications for this position are required.

Applicants will be screened for competitiveness, completeness, and written communication skills. The most competitive candidates may be invited to participate in testing and one or more interviews.

Work Location

The primary location of this position is in the King Street Center (201 S. Jackson St., Seattle, WA)

During the mandatory telecommute order, work will be done remotely, but the assignment may include on-site visits to Metro facilities. 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.  

Work Schedule

The work week is 40 hours, Monday through Friday. This position is subject to the provisions of the Fair Labor Standards Act, and therefore is eligible for overtime pay if scheduled.

Union Representation

This position is represented by Technical Employees Association (TEA). 

Job Code/Grade 

421417/49

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:

Aimee Higbee, ahigbee@kingcounty.gov

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.

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
Please indicate below what software you have a demonstrated proficiency (check all that apply)
  • Word
  • Excel
  • Outlook
  • PowerPoint
  • Adobe Acrobat
  • None of the above, but I'm willing to learn
02
Please indicate any desired qualifications you posses (check all that apply)
  • Basic knowledge of Oracle Financial system, Aurigo Masterworks, or similar system(s)
  • Basic knowledge of PeopleSoft or similar system(s)
  • Basic knowledge of MS Project, or similar scheduling tool
  • Experience in the use of MS Sharepoint and/or Teams
  • Prior experience in an engineering and/or construction office
  • Background in engineering and/or engineering terminology, including purchasing/procurement.
  • Experience in use of development, routing and tracking of documents via DocuSign or similar software
03
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.
04
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 If you answered no, write N/A
05
I have read the job announcement and understand the duties and requirements for this position. I also understand that the provisions of the job announcement do not constitute an express or implied contract. Having applied for employment with King County, I give my consent that any person, firm or organization listed hereon is authorized to furnish King County with reference material concerning my character, past employment or any other information request ed. By checking this box, I provide my consent for King County Metro Transit to obtain the above-referenced information
  • Yes
  • No

Required Question