Administrator I
- Summary
King County's new Department of Local Services (DLS) is currently recruiting for an Administrator I to join the Road Services Division, Maintenance Section team.
ABOUT KING COUNTY
As the only county in the United States named after Martin Luther King Jr, one of the most influential civil rights leaders in our nation's 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.
ABOUT THE DEPARTMENT
King County is the local service provider for the roughly quarter-million people who live in the unincorporated areas of the county; taken together, Unincorporated King County would be the second-largest city in the state. The Department of Local Services includes a Director's Office with a Community Service Area group, and the Road Services and Permitting Divisions. Together, this department provides a single executive point of accountability for delivery of local services to all of the unincorporated areas.
The King County Road Services Division designs, builds, operates and maintains roads and bridges in unincorporated areas of King County. The division is committed to ensuring the county's transportation system is safe and efficient for all uses and modes of travel. The Division is responsible for 1,500 miles of road and 182 bridges, 5.7 million feet of drainage ditches, over 44,000 traffic control signs, 78 traffic signals, and 50 traffic cameras in unincorporated King County.
WHO MAY APPLY: This position is open to all qualified candidate.
WORK LOCATION: 155 Monroe Ave., NE, Renton
WORK SCHEDULE: Monday – Friday; 8hr/day, 40hr/week, 8 – 5 p.m. This position is non-exempt from the Fair Labor Standards Act and is overtime eligible. Working extended shifts, after-hours, weekends, and holidays may be required in emergency circumstances, such as during inclement weather and/or on special projects. Overtime hours, weekends, and holidays vary upon business demand, season and weather.
APPLICATION MATERIALS: (1) Completed King County Application, (2) Resume, (3) Detailed Cover Letter describing how your experiences will benefit the organization, and (4) Supplemental Questionnaire.
QUESTIONS: Contact Melinda Dickie at melinda.dickie@kingcounty.gov or (206) 477-3608.
- Job Duties
Provide full-time administrative services to the Maintenance Section Manager, Assistant Maintenance Manager, and two Field Operation Managers. The incumbent performs a wide variety of assignments to assist managers in dealing with administrative aspects of Section operations. Incumbent independently performs assignments within established guidelines and procedures. Assignments include conducting research, coordinating efforts of others, program development, evaluation of new policies, procedures and various types of information, preparing reports, and solving problems with or on behalf of management. The Maintenance Section is comprised of approximately 235 staff in geographically dispersed locations and has an operating budget of about $40 million. The following essential job functions require clear understanding and skill in applying administrative policies, procedures and guidelines and work methods in a fast-paced, dynamic work environment. Duties and responsibilities include:
- Conduct research as directed for the Maintenance Manager, Assistant Maintenance Manager, and Field Operation Managers in preparation for upcoming meetings. Prepare reports, charts, graphs and other materials necessary to support/defend management positions.
- Maintain calendar and appointments for Maintenance Section Manager, Assistant Maintenance Manager, and Field Operation Managers.
- Coordinate with other administrative staff in the Section to ensure that policies and procedures, communications, reporting CityWork entries/administration, etc. are consistently being applied across the Section.
- Serves as liaison to Department or Division Director Office administration.
- Preparing executive summary of weekly activities for Division and Department, Executive and/or Council level staff.
- Provide, acquire and evaluate project-specific information that requires interpretation of established policies, procedures, regulations, and other relevant sources and prepare recommendations to management. Successful candidate may have to deal with sensitive and/or potentially volatile situations.
- Analyze and evaluate, as directed, policies, procedures, ordinances, rules, proposed legislation affecting administrative processes and make recommendations.
- Draft Section policies and procedures as directed, consistent with applicable King County, Washington State, and Federal requirements.
- Compose, draft, summarize, prepare, proofread, edit documents, memos, contracts, letters and/or reports for the Maintenance Manager, Assistant Manager, and Field Operation Managers to ensure they conform to established procedures, and high customer service standards.
- Recommend, establish, maintain, modify and implement tracking and other administrative systems to track and retrieve information for special projects, emergency response information, training, etc.
- Develop spreadsheets and/or customized database applications, and prepare reports. Compile information; design and develop presentation material.
- Coordinate meetings between Section managers and representatives from other agencies. Organize logistics, and develop and prepare meeting materials and minutes (summaries).
- Other administrative duties as assigned including maintenance of managers' schedules, and responding to citizens with concerns.
- Conduct research as directed for the Maintenance Manager, Assistant Maintenance Manager, and Field Operation Managers in preparation for upcoming meetings. Prepare reports, charts, graphs and other materials necessary to support/defend management positions.
- Experience, Qualifications, Knowledge, Skills
- Skill in conducting research on specific work assignments.
- Initiative in planning and anticipating Managers/Field Operation Managers and Section needs.
- Initiative in evaluating and recommending ways to improve Section administrative processes and other efficiencies.
- Analytical and problem solving skills.
- Ability to work independently with minimal direction
- Excellent oral and written communication skills.
- Exceptional organizational skills.
- Skill and experience working in a fast-paced, highly dynamic work environment.
- Skill in following oral and written instructions and in following through on assignments.
- Skill and commitment to working under emergency conditions which are highly stressful and may require excessive hours during a storm event.
- Skill in responding to citizen inquiries and/or working with interest groups.
- Skill in communications (oral and written).
- Knowledge of general and King County administrative policies, procedures and practices.
- Knowledge of proper English, grammar, usage, and spelling. Ability to apply appropriate tone to correspondence.
- Knowledge of software applications (Microsoft Word, Excel, Access, Internet, Outlook).
- Ability to demonstrate behaviors that include fairness, respect, and inclusiveness.
- Ability in maintaining confidentiality on sensitive matters.
- Ability to work independently and in a team environment.
- Ability to work with diverse individuals and customers and maintaining effective relationships at all levels of the organization and with internal and external customers.
- Ability to prioritize workload and adapt to changes in workload demand. Ability to multi-task, work under pressure, and meet tight deadlines, which may occur on a daily basis.
- Ability to do prepare and give presentations to various groups.
- Proven predictable and reliable attendance.
HIGHLY DESIRED QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES:
- Degree/Certificate in Business Technology, Office Administration, or related field.
- Two (2) years of progressively responsible administrative experience in high-paced setting.
- Knowledge of Microsoft PowerPoint, Adobe Professional, and Publisher (in addition to above).
- Familiarity working with skilled trade craft employees in an unionized environment.
- Supplemental Information
SELECTION PROCESS: The most competitive applicants maybe invited for an interview and skills assessment demonstrating ability to perform the essential functions of the position, in addition having reference checks conducted. Possession of a valid Washington State Drivers License for travel to satellite maintenance locations is required at time of hire.
UNION MEMBERSHIP: Positions in this classification are represented by the Professional Technical Employees, Local 17
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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01Do you have experience with the following (please check all that apply):
- Maintain calendar and appointments for multiple managers.
- Prepare reports, charts, graphs and other materials necessary to support/defend management positions.
- Preparing executive level summary reports.
- Dealing with sensitive and/or potentially volatile situations.
- Recommend, establish, maintain, modify and implement tracking and other administrative systems to track and retrieve information for special projects, emergency response information, training, etc.
- Develop spreadsheets and/or customized database applications, and prepare reports. Compile information; design and develop presentation material.
- Organize logistics, and develop and prepare meeting materials and minutes (summaries).
- Coordinate meetings between multiple stakeholders and representatives from other agencies.
- Compose, draft, summarize, prepare, proofread, edit documents, memos, contracts, letters and/or reports for management staff to ensure they conform to established procedures, and high customer service standards.
- None of the above.
02Which of the following choices most closely describes your skill level with Microsoft Excel?- None, but willing to learn.
- Very limited. I have completed training, but have not used it much.
- Beginner. I am able to: create, open and save spreadsheets; cut, paste and delete cells; enter numbers; change font size, margins and paper size; print and use the print preview.
- Intermediate. In addition to the beginner-level skills, I am also able to: use the insert and auto-sum function; replace text; change the format of numbers to currency, percentage, etc.; set print areas; protect cells; display charts, audit and validate data; create formulas; set up filters, link data, use statistical functions.
- Advanced. In addition to the beginner and intermediate-level skills, I am also able to: create macros, perform horizontal lookups, create functions and formulas, use pivot tables, use solver, use goal seek.
03Which of the following choices most closely describes your skill level with Microsoft Word?- None, but willing to learn.
- Very Limited. I have completed training, but have not used it much.
- Beginner. I am able to create, open, save and print documents; cut, copy, paste and delete text; format text; set paper size and orientation.
- Intermediate. In addition to the beginner-level skills, I am also able to create page breaks; adjust line spacing; insert page numbers; use auto text; create and edit templates; insert headers and footers; insert and edit tables; use search and replace.
- Advanced. In addition to the beginner and intermediate-level skills, I am also able to set up data sources for mail merge; create macros; use track and review; protect documents; convert tables to text; create hyperlinks, create columns.
04Which of the following choices most closely describes your skill level with Microsoft Outlook?- None, but willing to learn.
- Very Limited. I have completed training, but have not used it much.
- Beginner. I am able to send, forward and delete emails; set up and use contacts; schedule appointments; view calendars; sort emails; use the task function.
- Intermediate. In addition to the beginner-level skills, I am also able to create and invite others to appointments; make recurring meetings; add delegates; reserve conference rooms; assign tasks; modify task columns; flag emails.
- Advanced. In addition to the beginner and intermediate-level skills, I am also able to use Journal, Notes, customize Outlook; use the find feature; use the autopick meeting function; use the autodialer function.
05Which of the following choices most closely describes your skill level with Microsoft Access?- None, but willing to learn.
- Very limited. I have completed training, but have not used it much.
- Beginner. I am able to: create and save database using wizard; import data; view, print and save reports; add and delete records.
- Intermediate. In addition to all of the beginner-level skills, I am able to: find data; format font; set up data type and date format; use tools to repair the database; create, edit and run simple queries; create joins; establish table relationships; create lookup list fields; find non-matching records; apply conditional formatting; create totals in a pivot table; create forms and reports
- Advanced. In addition to all of the beginner-level, and intermediate-level skills, I am also able to: write SQL statements, attach SQL queries to a control in a form; create and run macros; export and import objects; create sub-forms and sub-reports; assign and remove passwords and other security permissions; sort and filter data tables
06Do you have a Degree/Certificate in Business Technology, Office Administration, or related field?- Yes
- No
07How many years experience do you have in a progressively responsible administrative experience?- No experience
- Less than 1 year
- 1 - 2 years
- More than 2 years
08Do you have professional administrative experience in a fast paced environment?- Yes
- No
09Do you have experience with the following (please check all that apply):- Microsoft Power Point
- Adobe Professional
- Publisher
- None of the above
10Do you have familiarity working with skilled trade craft employees in an unionized environment?- Yes
- No
Required Question