Administrative Staff Assistant for Capital Projects

WHO MAY APPLY: This term-limited temporary position is open to all qualified applicants. Applicants from this recruitment may be considered for other vacancies as they occur.

Clean Water & Beyond

Be part of the “Utility of the Future” JOB SUMMARY: King County Wastewater Treatment Division (WTD) – Your Clean Water Utility is seeking a motivated individual with a high skill set and a history of high performance to support the work of the Utility. Come be part of a team focused on turning waste streams into resources and protecting public health and the environment.

This position is responsible for providing project and administrative services for staff supporting diverse, high-profile projects in the Project Management Unit. This position may also occasionally support staff in other work units within the Project Planning and Delivery Section.

WORK LOCATION : King Street Center, 201 S. Jackson Street, Seattle, Washington 98104.

WORK SCHEDULE: This full-time position is eligible for overtime compensation. The regular workweek is full-time 40 hours, Monday through Friday 8:00 a.m. to 5:00 p.m.

To learn more about the Wastewater Treatment Division click on the below links:

http://www.kingcounty.gov/environment/wtd/About.aspx

http://www.kingcounty.gov/environment/wtd/About/Vision.aspx

The successful candidates will:
Success in this position requires a high level of attention and accuracy on detailed work tasks, great organizational skills, the ability to meet tight deadlines, and to juggle multiple critical requests. A good sense of humor is important, as is the ability to be flexible, and adjust priorities at a moment’s notice. Successful candidates will possess the ability to complete complex tasks and projects quickly with limited guidance, react with appropriate urgency to situations that require a quick turnaround, be able take effective action without having to know the total picture, and efficiently and proactively solve difficult or complex problems that affect people within the department or other related groups.

This position will require a variety of administrative, customer service, communications and professional skills to support the work unit. Success requires timely and accurate project support and ensuring the work group’s products consistently reflects the high-quality of our work.

In support of projects, format, proof, finalize and track legislative reports, correspondence, business planning documents, staff memberships, travel request memos and other document packages that require routing and approval. This process includes careful proofreading, incorporating comments, coordinating signatures, coordinating production, copying, printing and distribution, and timely routing of section documents and correspondence

Manage administrative functions for the section and its work units, including ordering supplies and equipment, finalizing registrations and assisting in coordinating logistics and costing for staff travel, trainings and webinars (internal and external), drafting correspondence, organizing records and server files and other similar responsibilities. Troubleshoot general office equipment and obtain repair services if needed.

Support finance, procurement and purchasing for the work unit. Process invoices online, coordinating with the Accounts Payable Section and vendors to resolve issues. Maintain invoice files. Support managers to ensure section and program budgets are monitored and tracked. Support program staff in the procurement of services including printing, transportation, consultant services, supply ordering, etc. The position may include serving as a technical resource for project staff using county credit cards for limited purposes.

Act as the work unit liaison to distribute and collect new and updated policies, procedures, work schedule and leave requests, etc. Maintain confidentiality in working with sensitive personnel information.

Assist staff in research, producing internal communication materials, organizing workshops and project related events.

Update content on internal staff web sites (using SharePoint). Work with Manager and staff to proactively identify needs and revisions. Work with others to develop, maintain and manage, Web pages, databases and SharePoint sites for unit programs as needed.

Manage meeting logistics for section members, including sending meeting notices, making room reservations and configuring the conference room. Coordinate the preparation of agendas and information packets for a variety of internal and external meetings; prepare meeting notes. Participate in coordination of events and activities including internal, Division-wide meetings, outreach events, public and stakeholder meetings, retreats, and staff team building events and retreats.

Create and implement time-saving information guides and/or streamlined information systems that help inform employees on required County and Division policies and procedures. Serve as the administrative liaison between the section/unit and the Division; participate on the Division’s Administrative Team; collaborate with other Division administrative staff on Division events, provide backup coverage as needed for other administrative staff, assist in implementing improvements and solving administrative support issues.

Prepare memos and letters to outside agencies and interests.

Coordinate daily vehicle use for the section, maintain logs, and deliver vehicles to Fleet Operations for maintenance/repairs.

Provide backup coverage for the WTD reception desk as needed.

Promote and encourage team cohesiveness and cooperation.

The successful candidates will demonstrate the following competencies:

Action Oriented – Enjoys working hard; is action oriented and full of energy for the things he/she sees as challenging; not fearful of acting with a minimum of planning; seizes more opportunities than others.

Customer Focus – Is dedicated to meeting the expectations and requirements of internal and external customers; Gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; established and maintains effective relationships with customers and gains their trust and respect.

The ideal candidate should have:
Two years of college level training and a minimum of three years of increasingly responsible administrative experience or the equivalent combination of education and experience.

Technical Skills

Demonstrated ability to learn and meet precise standards of King County’s correspondence and legislative guidelines and travel policy with special attention to vocabulary, punctuation, grammar, formatting, spelling, composition, proofreading.

Ability to work closely with manager to prioritize tasks, projects and requests.

High level of computer proficiency with Microsoft Office Suite including Outlook, Word, Excel, Access, PowerPoint. Must be skilled in scanning documents and compiling pdf documents using Adobe Acrobat. Must be proficient with Internet and Intranet usage and management of electronic documents.

Experience (or ability to learn) to use Geographic Information Systems (GIS) data to compare the location of proposed or existing projects.

Proficiency as a SharePoint user and ability to become a SharePoint site administrator.

Demonstrated skill in editing content for outreach materials; understanding technical natural resource, energy, conservation and science related content.

Skill in supporting project research and organization including but not limited to Web research, data collection and spreadsheet development and management.

Demonstrated ability to organize and prioritize multiple work assignments and deadlines including the ability to work on a number of projects simultaneously, with high attention to detail and accuracy and within tight timeframes. Ability to adapt to changes in work load, priorities, and deadlines.

Skill in working independently and in a team environment. Ability to establish and maintain effective working relationships with other staff. Demonstrated ability to work with and adjust priorities based on input from multiple sources.

Basic accounting and mathematics skills.

Proficiency with basic editing. Skill with use of Adobe programs including Photoshop, and Acrobat Professional.

Experience with travel coordination.

Administrative Support & Organization

Ability to learn King County accounts payable software (Oracle EBS), Project Management Tracking System (PRISM), Payroll System (PeopleSoft)

Ability to handle administrative details independently, while exercising good judgment in keeping team members adequately informed.

High level of integrity and discretion in handling confidential information and dealing with professionals inside and outside the County.

Experience in organizing logistics for executive level meetings, public forums, stakeholder meetings and educational workshops.

Ability to proactively distribute administrative information; policies, forms and procedures and keep the team up to date on procedures in a positive way.

Ability to communicate effectively and anticipate project needs of manager and team leads

Established track record in making recommendations for streamlining process and procedures in an effort to efficiently accomplish project outcomes

Communication & Outreach

Exceptional written, verbal, and interpersonal communication skills

Strong written communication/presentation skills.

Track record of quality internal/external customer service; courteous, tactful, helpful, approachable, responsive and polite; Ability to maintain two-way communication with other staff. Conveys professionalism in work product, behavior, relationships with coworkers, and attitude

Experience editing and/or modifying public communication materials, i.e., newsletters, website, posters, brochures; Demonstrated experience in working with vendors and/or using in-house resources to produce marketing and outreach materials including posters, brochures, displays, fact-sheets, online resources, etc.

HIGHLY DESIRABLE:
Proficiency as a developer and/or administrator of a SharePoint site for employee use.

Basic knowledge of graphic and Web communications NECESSARY SPECIAL REQUIREMENTS:

Valid Washington State Driver’s License.

For a full job description see: http://hrd.kingcounty.gov/ccs/ccsDetails.aspx

Administrative Staff Assistant

LICENSE / CERTIFICATION:
A Valid Washington State Driver’s License

APPLICATIONS PROCESS:
King County application, http://www.kingcounty.gov/jobs

Resume

Cover letter detailing qualifications for position SELECTION PROCESS: Applicants who meet or exceed the required qualifications and demonstrate that they possess the most competitive background in directly related experience, knowledge, and training may be invited to move forward in the selection process. The remaining selection process may include a combination of interviews and testing.

UNION MEMBERSHIP: This position is represented by the Wastewater Teamsters, Local 117.

For more information regarding this recruitment, please contact:

Diana Eberly-Shepard

Senior Human Resource Analyst

206-477-6899

Diana.eberly-shepard @kingcounty.gov

King County and the Wastewater Treatment Division (WTD) values diverse perspectives and life experience and encourage people of all backgrounds to apply, including people of color, women, people with disabilities, and veterans.