Administrative Specialist II
King County - Seattle, WA

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This position will answer and direct incoming calls to the appropriate program or person from the departments main information lines; be responsible for supply room inventory, ordering and mail distribution; p-card purchases and reconciliation; handle archiving and records management; assist with managing fleet; and provide customer service to internal and external customers.

Who May Apply: This full time, benefit-eligible, Term Limited Temporary position is open to all qualified applicants. It is expected to last for 6 months.

Work Location: 13th Floor Chinook Building, 401 Fifth Ave, Seattle, WA 98104.

Work Schedule: The individual selected for this position will be required to work Monday through Friday from 8:00 a.m. to 5:00 p.m.

APPLICATION PROCESS (submit electronically):
  • Job Application with completed supplemental questions.
  • Resume.

You can attach multiple documents if necessary or required, such as your cover letter or resume to your application. Your options are:
  • Copy and paste one or more documents into the text resume section of the application.
  • Attach multiple documents/files in the resume attachment section.

Your application may be rejected as incomplete if you do not include the relevant information in the on-line application and include the information only on the resume. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted. Cover letters and/or optional resumes are not accepted in lieu of a completed application.

Contact: For more information about the application process, please contact Sarah Fish at Sarah.Fish@kingcounty.gov or (206) 263-8738.

Examples of Duties:

13th Floor Fleet Coordinator:
  • Manage daily car calendar, making changes to accommodate all users
  • Arrange for car maintenance either scheduled maintenance or if cars have unforeseen problems. Take cars in for maintenance / service or arrange for someone to do it.
  • Take cars in for detailing or arrange for someone to do it.
  • Update and maintain maintenance/gas/mileage logs.
  • Maintain information packets for cars.
  • Search the garage for vehicles that are listed in the wrong parking space.

Conference room maintenance:
  • Keep each room safe, cleaned and stocked.
  • Rearrange tables and chairs as needed.
  • Maintain calendar for conference room reservations, change calendars to accommodate all users.
  • Schedule rooms when asked.

Mail:
  • Organize and distribute daily mail for the 13th floor.
  • Locate correct staff for mail that was sent to previous staff.
  • Locate correct staff and division/section for mail.

Order Office Supplies:
  • 13th floor office supplies; organize, order, inventory, stock and label.
  • Also order for individuals and sections.
  • Return items that were improperly ordered or shipped.
  • Track all back orders.

Phone calls:
  • Answer main number calls.
  • Research and triage to the appropriate division / department /agency.
  • Update and verify triage list.
  • Update front desk procedures and list for coverage staff.

Reception Area:
  • Maintain/update call triage lists
  • Keeney's, FedEx and courier delivery and pickup check-in.
  • Service calls for copy machines and laser printers. Communication to 13th floor staff if machines are down.
  • Accept duties assigned to desk to assist others in completing daily tasks,
  • Greet guests/visitors and direct them accordingly.
  • Go-to person when staff doesn't know who to go to.

Oracle-iExpense:
  • P-Card-follow procedure for office purchases on the P-card
  • Entry- keeps detailed records of all requests, approvals and purchases on the P-card.
  • Reconciliation – responsible for the reconciliation of all purchases, returns and resolving purchasing issues.

Copy Rooms:
  • Maintain room to ensure they are safe and clean.
  • Stock
  • Surplus all items that are routinely dumped in the copy room by staff.

Qualifications:
  • Knowledge of general office principles and practices.

  • Demonstrated ability to provide proper English grammar, usage and spelling.

  • Demonstrated ability to enter data into program databases quickly and with a high degree of accuracy.

  • Demonstrated ability to independently organize and prioritize workload; manage multiple tasks simultaneously; and meet multiple deadlines, and adapt to changes in work load demands; initiative and accountability skills for work product or service.

  • Demonstrated ability to work in a Windows environment and use Microsoft Office products to complete assigned clerical tasks, including: Word for word processing and mail merge; Excel for spreadsheet creation and maintenance; and Outlook to communicate with clients and staff, and schedule meetings.

  • Demonstrate ability to use Oracle i-Expense including making purchases on P-card, maintaining records, reconciling all purchases, returns and resolving purchasing issues.

  • Demonstrated ability to communicate with a diverse range of staff and customers in a pleasant, non-judgmental, respectful, and culturally sensitive manner under varying levels of stress; handle difficult interpersonal interactions with discretion and diplomacy, etiquette, professionalism; and work in a team environment.

  • Demonstrated ability to work independently and with minimal supervision.

  • Demonstrated ability to operate standard office equipment that may include typewriter, personal computer, photocopier machines, scanners, fax machines, and multi-line telephone.

  • Demonstrated ability to follow oral and written instructions.

  • Demonstrated ability to answer, research and triage phone calls.

  • Other duties as assigned.

Supplemental Information:
    Your application materials must validate your answers to the supplemental questions. If your answers cannot be validated, you will not proceed to the next steps of the process.

    The selected candidate will be required to pass a thorough background investigation.

    This selection process may include but is not limited to: evaluation of application materials and supplemental questions, testing and interviewing. For more information on our selection process, please refer to http://www.metrokc.gov/health/about/hiring.htm

    Public Health relies on office automation (Microsoft Office) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.

    Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing their mandatory trainings on time and obtaining required immunizations.

    Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.

ADDITIONAL INFORMATION
    Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.

    Staff may be required to play an active role in the event of a public health emergency, which may include changes in responsibilities and working hours.

    If you need a disability accommodation in the application or testing process, please call the contact number listed on the job announcement.

    Applicants from this job posting may be used to fill temporary or other positions in this classification for a period of up to a year.

    UNION AFFILIATION: Positions in this classification are represented by Teamsters, Local #17.

King County - 5 months ago - save job - block
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King County provides regional services to over 1.9 million residents including more than 340,000 people living in unincorporated areas....