Administrative Specialist ll – BU

Position Description

Human Services, a department of the City of Seattle, funds and operates programs and services that meet the basic needs of the most vulnerable people our community - families and individuals with low incomes, children, domestic violence and sexual assault victims, homeless people,

seniors, and persons with disabilities. We invest in programs that help people gain independence and success. The Human Services Department (HSD), Aging & Disability Services (ADS) Division is seeking an Administrative Specialist II to support the case management, contracts, and planning and administrative operations for the Area Agency on Agency contract with DSHS. The administrative positions for ADS are responsible for direct support and customer service to ADS.

The Administrative Specialist is a key cross-program team member. The position is responsible for maintaining administrative functions and ensuring excellent customer services for 200 diverse employees supporting over 6,000 clients and 200 community contracts.

This position reports to the Seattle Administrative Support Supervisor and is based in the Seattle Municipal Tower. Administrative positions work in partnership with the ADS Case Management units in Renton, Seattle and sub-contractor offices, and ADS Contract and Planning units. This position is responsible to assist with incoming and outgoing mailings and requires 3-5 days in-office and has a work schedule of 8:00-5:00 pm.

Job Responsibilities

Follow all City and Department Policy, Rules, and Workplace Expectations.

• Commitment to continuous and quality customer service delivery to colleagues, guests and clients.

• Meet established timelines to run established department reports.

• Create and maintain program tracking documents and forms.

• Assist accounting technician with account payable verification and invoice coding (as needed).

• Use Excel and other software programs to maintain/create formulas for reporting and tracking program data.

• Assist with cellular phone coordination, inventory control and supplies.

• Assist with equipment tracking and inventory and printer area maintenance.

• Reconcile case management bar code tracker alerts.

• Verify accuracy and data integrity in data systems to include overview of caseloads, termination and

transfer reporting.

• Print and prepare documents for mailing, scanning or faxing.

• Assist with record management from 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.

• Assist planning and administration team with food and beverage service during on-site monthly Advisory

Council meetings.

• Answer incoming phone lines when assigned for the program and Human Service Department rotation

• Report safety hazards and assist with office safety.

• Adheres to all program rules and regulations to include Health Insurance Portability and Accountability Act (HIPAA).

• Demonstrated ability to work effectively with people from culturally diverse and low-income and literacy backgrounds.

. Verify accuracy and data integrity in data systems to include overview of caseloads, termination and transfer reporting.

. Add data entry in GET CARE (as needed).

. Taking notes during staff and other meetings.

. Providing back-up front desk, phone coverage and other duties assigned to colleagues as needed.

. Contribute to well organized work floor.

Qualifications

Minimum Qualifications:

Requires two years of clerical support experience (or a combination of education, training

and/or experience which provides evidence of the ability to perform work of the class).

Desired Qualifications:

Proven ability to collaborate with community based and governmental agencies.

Experience in a work environment providing services to older adults to include individuals

living with disabilities.

Experience working in a large cross-divisional, multi-office operation with complex and changing policies and priorities; with diverse staff and clients

Additional Information

Additional Requirements:

Your application will not be reviewed if these items are missing or incomplete.

Hiring Process
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.
The full salary range for this position is $28.00 - $31.35 an hour.

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 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

This job/class description, describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job. Duties, responsibilities and activities may change at any time with or without notice.

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: 9/19/2023 4:00 PM Pacific