Legislative Secretary II

King County   Seattle, WA   Full-time     Administration / Clerical
Posted on January 7, 2022
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Summary

The King County Board of Appeals and Equalization (BoAE) is seeking a permanent full-time, attentive Legislative Secretary to perform clerical and administrative support functions. Staff for the BoAE also supports the King County Personnel Board (approximately 10% of this position’s workload).  The successful candidate will provide excellent customer service to individuals filing appeals by serving as the first point of contact for our agency and will provide complex and diverse clerical and administrative support to Board Members.  This position reports to the Executive Director of the agency and will also be given direction by the agency’s Administrator.
 
This position requires the ability to support official proceedings by processing appeal documents, preparing agendas, meeting minutes, and hearing materials.  This position will serve as a technical resource to others on administrative systems, databases, and processes.  This position will provide you with the opportunity to showcase your strong organizational skills and attention to detail in an environment dedicated to serving the needs of the citizens of King County.
 
The Legislative Secretary is an hourly, full-time, overtime eligible, at will position. The work schedule will be Monday to Friday, 8:30 a.m. to 4:30 p.m. Although the BoAE is currently providing remote services, this position is required to be on-site at least once a week. 

Job Duties

In order to be considered for this opportunity, applicants at a MINIMUM must demonstrate the skill and ability to complete the following duties listed below.

Hearing Support 

  • Run remote hearings by controlling participant access, sharing exhibits on-screen and managing breakout rooms using MS Teams or Zoom
  • Prepare and distribute agendas, notices, meeting materials, and case file materials to hearing participants and Board Members. Additionally, mark hearing exhibits, prepare meeting minutes and/ or orders, and maintain witness records.
  • Assist Board members with scheduling, running computer and audio equipment, and securing meeting space.  Additionally, troubleshoot computer, audio equipment and meeting space issues.
  • Serve as the clerk to Personnel Board hearings.  Clerking duties include, but are not limited to, attending and recording proceedings of meetings. The clerk will also maintain complete and accurate records of proceedings and actions.
 
Administrative and Customer Support 
  • Process and route time sensitive appeal documents received by mail and via eAppeals (our online appeal filing application).  This also includes validating the appellant’s authority to file an appeal and confirming the timeliness of appeal documents received.
  • Enter data, track tasks, run ad hoc reports, and perform research in web hosted applications, internal applications, and in MS Excel.  Also, analyze data exported from these applications to assist in business making decisions regarding the timely resolution of appeal filings and general workload planning.  
  • Receive, handle, and store confidential information pertaining to the appellant or subject matter.   Maintain confidentiality of private and sensitive information and handle all records consistent with records management best practices. 
  • Communicate with other property tax agencies (Washington State Board of Tax Appeals, Washington State Dept. of Revenue, and the King County Dept. of Assessments) regarding the status of specific appeals.   Additionally, work with appellants to resolve incomplete appeals.
  • Provide excellent customer service by responding to calls and emails regarding appeal matters.  Additionally, interpret and convey appeal policies and procedures to appellant as necessary. 
  • Digitize appeal records by scanning or converting documents to a portable document format (PDF), then uploading digital copies to various databases and electronic document repositories.
  • Employ working knowledge of office practices, procedures, and equipment, filing systems, reception, letter writing, and photocopier/scanning, and postage machines. 
  • Compose routine correspondence, official notices, and forms as necessary.  

Experience, Qualifications, Knowledge, Skills

 OUR IDEAL CANDIDATE WILL:

The ideal candidate will have experience providing administrative support and excellent customer service in a government or legal environment with a proven track record of excellent written and verbal communication skills, initiative, good judgment, and will be familiar with records management practices.
 
Competitive candidates will possess 3+ years of progressive experience administrative support to results-driven work groups or any combination of experience/education/training that clearly demonstrates the ability to perform the scope of the job duties and have demonstrated the following:
 
  • Demonstrate proficiency in the use of Microsoft Word, Excel, and Outlook. Applicants MAY be tested on these skills.
  • Possess experience and knowledge in writing and editing documents, using proper punctuation, grammar and sentence structure, and proofing.
  • Employ strong customer service skills in communicating with tact, discretion, courtesy, and professionalism in person, via email, and over the phone, as well as maintaining confidentiality.
  • Learn and utilize multiple software applications, including audio recording, record-tracking databases, web-hosted databases, and other applications as necessary.
  • Troubleshoot software and equipment related issues, often on the fly in high pressure situations.
  • Maintain focus and attention to detail in fast-paced environment, often while managing multiple and competing priorities. 
  • Be willing to work on other projects as assigned. Be flexible and adapt as required, while working in a multi-faceted, fast-paced, and sometimes ambiguous environment.

Supplemental Information

Temporary Telecommuting Requirement
In regard to work performed remotely (four of five days per week), it is possible that the work will be primarily performed remotely on an ongoing basis.  Employees will receive a County issued laptop and must maintain a workspace with 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.
 
COVID-19 Vaccination Requirement 
As of December 2, 2021, most Legislative Branch employees are required to be fully vaccinated against COVID-19.  If hired, you will be required to submit proof of vaccination.  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.
 
The Board of Appeals and Equalization values diverse perspectives and life experiences and is committed to upholding and promoting equal opportunity in employment.  The Board of Appeals and Equalization encourages people of all backgrounds, cultures, and religions to apply, including veterans, people of color, immigrants, refugees, women, LGBTQ, and people with disabilities.   A diverse workforce is a strong workforce.

WHO MAY APPLY:
 This position is open to all qualified candidates. Applications will be screened for qualifications and completion of ALL required materials and forms.  The most competitive applicants may be contacted for additional steps in the selection process, including proficiency with Microsoft office suite.
 
FORMS AND MATERIALS REQUIRED:

  • A cover letter 
  • Resume 
  • Completed supplemental questions
Your application may be rejected as incomplete if you do not include the required information in the application.  Cover letters and resumes are not accepted in lieu of a completed application.  Applications and/or supplemental question responses that state "see my resume" are considered incomplete and will not be accepted.

 HOW TO APPLY:
 
To apply go to: King County careers page
 
Interested applicants must submit:
  • a letter of interest
  • resume
  • completed supplemental questions
A complete job description can be viewed at Legislative Secretary II
 
If you have any questions regarding this opportunity to join King County government, please contact Tracy Calderon at 206-477-0979 or KCCOUNCILHR@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 providing front-line administrative support? If yes, please describe. (Please limit your response to 250 words or fewer)1. Do you have experience providing front-line administrative support? If yes, please describe. (Please limit your response to 250 words or fewer)
02
Do you have experience attending or recording hearings? If yes, please describe. (Please limit your response to 250 words or fewer)
03
Please rate your proficiency using Microsoft Excel.
  • No Experience
  • Beginner
  • Intermediate
  • Advanced
04
Please indicate your proficiency with Outlook by checking all of the functions you have performed on a regular and on-going basis. Check all that apply.
  • Schedule meetings and meeting resources involving 4 or more participants
  • Create and manage distribution lists
  • Create personal folders to manage and organize emails
  • Create and manage multiple email profiles
  • Attach documents to emails
  • Attach documents to calendar items
  • Create email templates for use by others
05
Please indicate if your professional experience has regularly involved any of following. Check all that apply.
  • High demand and fast paced environment that required multi-tasking while maintaining attention to detail
  • Drafting and editing documents to ensure proper formatting, clarity, correct grammar, punctuation, and spelling
  • Preparing and proofreading final reports and documents
  • Calendaring and scheduling appointments
  • Responding to inquiries from the public and peers
  • Entering numerical information into software database
  • Using software database for task tracking and management
  • Running ad hoc reports from databases
  • Answering telephones and greeting visitors
06
Please describe your experience working on multiple and complex competing priorities and assigned tasks with minimal guidance. Describe how you independently and efficiently organize and prioritize assignments and tasks, meet deadlines, and exercise adaptability to changing priorities while maintaining a positive and professional approach. Please provide specific examples. If you do not have this experience, please put N/A. (Please limit your response to 250 words or fewer)
07
Please rate your proficiency using Zoom.
  • No experience
  • Beginner
  • Intermediate
  • Advanced
08
Please rate your proficiency using shared drives (OneDrive, Google, etc.).
  • No experience
  • Beginner
  • Intermediate
  • Advanced

Required Question