Administrative Specialist I-BU

Position Description
Aging and Disability Services is seeking two customer focused and detail-oriented Administrative Specialists (Administrative Specialist I). This position will have frequent contact with our diverse client base and the public. Duties include data entry, developing basic reports, mail management, phone coverage, assisting office visitors, and managing confidential information. This position involves work performed in an office environment requiring a physical presence in the Seattle Municipal Tower or South King County Office 3 days a week (Mon/Wed/Fri 8:00 a.m. to 5:00 p.m.). You will be expected to report in-person 5 days a week during the training period. This position will report to the Administrative Support Supervisor.

About the Human Services Department : Human Services funds and operates programs and services that meet the basic needs of the most vulnerable people in our community - families and individuals with low incomes, children, domestic violence and sexual assault victims, people with homelessness, seniors, and persons with disabilities. HSD provides essential services to our communities in three ways: 1) funder, grantor and steward of public investment dollars to community agencies, 2) direct service provider primarily through case management, and 3) convener through community and stakeholder engagement activities. Our department is committed to the advancement of racial equity and social justice as we plan for and do our work. We value our community, our employees, innovation, and results.

About the Aging and Disability Services (ADS) Division : ADS is the state-designated local Area Agency on Aging (AAA) for Seattle and King County and manages a continuum of care for older individuals and those living with a disability, and their families. ADS acknowledges historical truths that have led to unequal outcomes for communities of color and partners with stakeholders in our community to: 1) promote healthy aging to ensure that our communities are great places for people to grow up and grow old, 2) improve the health and quality of life for the clients we serve, 3) connect clients with needed resources, and 4) provide support for caregivers.
Job Responsibilities

• Follow all City and Department Policys, Rules, and Workplace Expectations.
• Commitment to continuous and quality customer service delivery to colleagues, guest and clients.
• Meet established timelines to run established department reports.
• Create and maintain program tracking documents and forms.
• Use Excel and other software programs to create formulas for reporting and tracking program data.
• Assist with equipment tracking, inventory and printer area maintenance.
• Coordinate vehicle fleet responsibilities when assigned.
• Print and prepare documents for mailing, scanning or faxing.
• Assist with record management form the time of creation to disposal with use of City archive policy.
• Provide cross team training to ensure quality, completeness and back-up for assigned tasks.
• Answer incoming phone lines.
• Receive visitors promptly and in a courteous manner, notify appropriate staff of visitor(s).
• Provide assistance, and directions to delivery and repair staff.
• Assist staff and supervisor with general clerical duties as tasked.
• Adhere to all program rules and regulations to include Health Insurance Portability and Accountability Act (HIPAA).
• Ability to work effectively with people from culturally diverse and low-income and literacy backgrounds.
• Positive work history and commitment to Monday, Wednesday & Friday in-office Hours (8:00 a.m. to 5:00 p.m.).

Qualifications
Minimum Qualifications:

Requires one year of office clerical support experience (or a combination of education, training, and/or experience which provides evidence of the ability to perform the classification responsibilities).

Desired Qualifications:

• Ability to effectively complete and organize clerical functions and workload; be detail-oriented; manage multiple projects and priorities.
• Proficiency in computer software including working knowledge of Microsoft Word, and Excel, SharePoint.
• Knowledge of office practices and general office equipment and applications.
• Ability to maintain composure under pressure in a fast pace changing environment.
• Excellent interpersonal skills, creative problem-solving, displaying excellent judgement and flexibility in a high-pressure environment while meeting tight deadlines.
• Strong ability to interpret and apply policies, rules, and procedures.
• Strong verbal and written skills.
• Commitment to Race and Social Justice.
• Experience working with State database systems such as ACES, Barcode, CARE.

Additional Information

Hiring Process:

The first pull date will be Tuesday, 9/12/2023. All subsequent reviews thereafter will be done dependent on the results of the first pull.

Applications are reviewed after the posting closes. Qualified candidates must submit the following to be considered:
Completed NEOGOV online application.Current résumé indicating relevant experience and education. Cover letter describing how your skills and experience align with the stated job responsibilities and qualifications.
Your application will not be reviewed if these items are missing or incomplete.

Offers of employment are contingent on verification of information provided by the applicant as part of the application process, including potential background check, pre-placement physical exam, and full driver's abstract.

The full salary range for this position is $26.05 - $29.03 per hour.

The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.

More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members/most-employees-plans

The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.

More information about employee benefits is available on the City's website at:
"Most" Employees Plans - Human Resources | seattle.gov

Closing Date/Time: Continuous