Administrative Specialist II-BU Details

Administrative Specialist II-BU

City of Seattle - Seattle, WA

Employment Type : Full-Time

An online application including response to the supplemental questionnaire must be fully completed for consideration


Seattle Public Utilities (SPU) is seeking an Administrative Specialist II - BU with the Water Operations & Systems Maintenance (WOSM) division of the Water Line of Business. The division has a staff of approximately 100+ individuals in three sections: Metering, Transmission and Distribution, and All City. This position will provide administrative support for the entire division and reports directly to the division director. SPU supports a diverse and inclusive workplace.

About Seattle Public Utilities: Seattle Public Utilities (SPU) is a Community Centered Utility whose mission is to foster healthy people, environment, and economy by partnering with our community to equitably manage water and waste resources for today and future generations. We deliver high quality, vital services, across four major lines of business: providing water, solid waste, drainage and wastewater services for Seattle residents and businesses. In addition, SPU provides drinking water for 1.5 million regional customers in Seattle and other municipalities. Our customers depend on us to deliver high quality, reliable, and cost-conscious utility services and to achieve the highest benefits possible for every investment we make. SPU is committed to increasing racial equity, diversity and inclusion through our work. We actively take steps to dismantle systemic racism and increase service equity. We value diverse life experiences and strive to create a workplace that is welcoming to all. We take steps to be inclusive and equitable in our recruiting, hiring and promotional opportunities.
Enjoy the following benefits (and more):

• Opportunities for career advancement
• Family- friendly multi-cultural work environment
• Competitive health care plans
• Free public transportation options
• 10 paid holidays and two (2) additional personal holidays
• 12 paid days of vacation per year (increases incrementally after year 5)
• 12 paid days of sick leave per year
• Deferred compensation plan
• Employer/employee contributions to City pension plan

Job Responsibilities:

• Provides a variety of administrative support and clerical functions supporting the WOSM division director and managers.
• Collaborate with other administrative division staff in supporting the overall work of the branch.
• Support and schedule appointments for the Director and Managers’ calendars, set up yearly, monthly and biweekly divisional calendar meetings, multi-divisional labor management meetings.
• Process invoices for requisitions and receipts, keep electronic files, cross-check charges and investigate purchases.
• Keep records of and update spend downs throughout the year, work with Purchasing and A/P for processing and accounting.
• Prepare, review, submit and track program documents and interdepartmental Human Resources forms.
• Document, track and submit employee performance evaluations; create and update spreadsheets, maintain Excel and VISIO org charts.
• Order and stock office supplies; update and maintain electronic and hard copy filing systems; support project needs for other Managers and Sections.
• Gather and compile information or data; coordinate and track assignments and due dates; manage correspondence requests to ensure timely completion.
• Support and participate in branch-wide training initiatives (including Safety Training, Race and Social Justice Training; etc.).

Qualifications:

Experience: Requires at least two (2) 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).

The ideal candidate should possess:

• Ability to work independently with minimal supervision and collaboratively as part of a team in a diverse environment; able to juggle multiple tasks efficiently
• Willingness to adapt to changing work priorities/deadlines and assignments in a fast-paced environment; flexible, proactive and able to seek solutions to staff issues or concerns
• Excellent organizational, written, and oral communication skills
• Advanced proficiency in Microsoft Office tools – especially Word, Excel and Outlook
• Proven ability to maintain confidentiality, strong sense of integrity
• Proficiency in Peoplesoft or comparable applications.
• Ability to type 35 words per minute
• Ability to communicate and work effectively within a multi-cultural workforce serving a diverse customer base
• Knowledge of and commitment to City of Seattle’s Race and Social Justice Initiative

Additional Information:

Job offers are contingent upon completion of a background check which includes criminal history. A background check will be required for candidates selected for employment who are not current City employees.
Application Expectation:

• An online application including response to the supplemental questionnaire must be fully completed for consideration.
  
• Please DO NOT attach resumes and cover letters, as they will not be considered in the review of candidate qualifications.
  
• Computer proficiency and Key boarding skills will be evaluated by an online working test.
  

Who may apply: The City of Seattle encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with diverse life experience. This position is open to all qualified candidates that meet the minimum qualifications. The City of Seattle values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. All City of Seattle employees are required to be fully vaccinated against COVID-19. Failure to submit proof of vaccination or qualify for a reasonable accommodation will result in withdrawal of a job offer. This position may qualify for teleworking options or hybrid model.