Administrator I
- Summary
Come join our team! The Procurement & Payables Section has an outstanding professional level administrative opportunity for you to grow your career in the central procurement section! This position is the Assistant to the Chief Procurement Officer and is also the section coordinator for the Procurement and Payables team.
Our ideal candidate is a quick and versatile learner with excellent listening and communication skills and high attention to detail. You will have pride in your work and identify your success through the success of the entire team. If you are an organizational guru who is customer focused with excellent communication skills who thrives in a fun, challenging, constantly changing environment, we want to hear from you!
This position is a Term-Limited Temporary / Special Duty Opportunity - (if internal King County Employee) and is anticipated to last until December 31, 2020.
The Finance and Business Operations Division's mission is to provide timely, efficient and accurate accounting, procurement, treasury, payroll, benefits and small business services. We are actively seeking employees whose behavior is in alignment with our division's core values of: Respect, Teamwork, Results and Innovation.
Scope of Job Duties: To be considered for this opportunity, you must at a minimum, demonstrate knowledge, skill and ability to:
Administrative Support: Provide administrative support directly to a diverse group of internal and external customers in person, on the phone and through email. Draft, review, prepare and edit memos, letters, spreadsheets, PowerPoint presentations and other materials with attention to detail using proper grammar, spelling, alignment and punctuation. Develop and maintain reports. Manage the Chief Procurement Officer's calendar by scheduling meetings and appointments. Contribute innovative ideas and recommend efficiencies for process improvements.
Public Disclosure Requests: Coordinate the public disclosure requests for the section. Track and follow up with staff to ensure strict deadlines are being met. Working and responding to multiple requests from both internal and external customers at the same time is common within the workload of this position.
Payroll: Process payroll for the section in the PeopleSoft payroll system. This includes preparation and maintenance of payroll records, adjustments and corrections to payroll benefit accruals and other payroll information.
Out-of-State Travel and Employee Reimbursements: Coordinate travel arrangements and reimbursements for Out-of-State travel requests for the Section. Process travel expense reimbursements and Procurement Card (P-Card) expenses by processing expense transactions using Oracle EBS. Reconcile P-Card transactions for approval and maintain all back up documents and receipts as required. Process payment of invoices for the P&P Section including appropriate account coding and assist as needed with preparation of various reporting information.
We are looking for candidates who:- Are Organizational guru's with meticulous grammar, editing, writing and strong attention to detail.
- Enjoy working collaboratively in a team environment; willing to pitch in to help other team members.
- Think differently, eager to try new things and challenge themselves to improve processes.
- Have proactive time management skills that allows for you to successfully complete tasks on time.
- Enjoy juggling multiple competing priorities with tight timelines with the ability to manage multiple time sensitive projects and meet quick deadlines.
- Known for having a passion for providing excellent customer service and their ability to communicate respectfully and effectively with all levels in an organization via telephone, e-mail or in person.
- Are proficient with the Microsoft Office Suite and are comfortable with the use of office productivity software and relational databases in their daily work. (The county uses Microsoft Office, PeopleSoft HCM and Oracle EBS); Proficiency in researching financial and contract records and electronic databases, Excel workbooks and data management with electronic databases.
- Flexible and thrive on a changing, sometimes ambiguous environment.
- Strong background with senior-level administrative support and are able to use good judgment in making independent decisions with a high degree of tact and diplomacy; OR an equivalent background of education and experience.
- Are able to think differently and challenge yourself to improve processes.
We would love it if you have:
- Experience coordinating or responding to County Public Disclosure Requests
- Experience using the P-Card for purchasing and reconciling those expenses
- Experience with timekeeping/payroll processing and travel reimbursement expense processing
- Ability to use and be creative with Adobe Acrobat; are familiar with automated payment/procurement system such as Oracle.
- Advanced skills in Microsoft Word, Excel, Outlook, and SharePoint
Are you ready to apply?
This opportunity is open to all qualified candidates. A completed King County Application is required. We highly recommend that you also provide a cover letter and resume. This recruitment may be used to fill other vacancies in the same job class within the next 12 months.
Other Position Information: This position is overtime-eligible. Our employees are paid on a bi-weekly schedule, every other Thursday, comprising a 40-hour workweek; Monday through Friday typically 8:00 am to 5:00 pm. These positions are not represented by a union. This position requires predictable and reliable attendance. This position is scheduled to last until December 31, 2020.
We will begin the first review of applications on Monday, September 9th.
If you have any questions or concerns while applying, please contact Liz Callahan, HR Analyst, by e-mail at liz.callahan@kingcounty.gov or by phone at 206-477-2369.
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.