Administrative Specialist I - BU

City of Seattle; Seattle (WA); On-site; USD 64,000 - 87,000; Full time

Benefits offered by this job

Vacation leave

Medical/Dental/Vision

Long-term disability

Job summary

The City of Seattle is seeking a full-time Administrative Specialist I to support the Legislative Operations Team. This role provides frontline customer service at City Hall, greets visitors, routes inquiries, and assists with public notifications and calendar coordination for Council offices.

Ideal candidates will have one year of clerical experience, excellent organization, and strong communication. Proficiency in Microsoft 365 and SharePoint/MS Teams is essential for daily on-site

Qualifications

• One year of office clerical experience or equivalent.
• Excellent customer service and verbal communication skills.
• Highly organized with strong attention to detail.
• Strong time management with ability to handle multiple deliverables.

Responsibilities

• Assist visitors at the Legislative Department reception desk and direct to City Council offices.
• Monitor main business phone line and route calls to appropriate offices.
• Maintain calendars and logs; prepare agendas and notes for public meetings.
• Process mail; scan and file documents; assist with printing agendas.
• Coordinate resources for meetings and events; prepare the Council Chamber.

Skills

Excellent customer service

Verbal communication

Highly organized

Time management

Microsoft 365

SharePoint/MS Teams/MS Forms

Ability to lift 30 lbs

Tools

Microsoft Word

Microsoft Excel

Outlook

SharePoint

MS Teams

MS Forms

Job description

The City of Seattle’s Legislative Department is seeking a full-time Administrative Specialist I to support our Legislative Operations Team. This team provides front-line support to the public on behalf of the Legislative Department; excels at exceptional customer service in a fast-paced, highly sensitive, and confidential environment; and assists a myriad of stakeholders daily, including elected officials, division directors, dignitaries, community groups, media, and the public. In this role, you will play a vital role in the department by maintaining a welcoming reception area, supporting the legislative process through public notifications, and providing administrative support to all City Council offices and Legislative Department divisions. The nature of this position involves regular multi-tasking and interpersonal interaction and requires exceptional communication and customer service skills.

You will be most successful in this position if you:

• Are passionate about customer service and are eager to dive into new challenges with an abundance of professionalism, positivity, and urgency.
• Can comfortably use your own judgement to accurately and timely accomplish daily tasks.
• Can easily communicate and coordinate with internal City partners and external stakeholders.
• Are able to maintain regular and reliable attendance. The typical schedule for this position is Monday through Friday, 8:00 a.m. to 5:00 p.m. Daily in-person attendance at City Hall is required for this position.

Reception and Customer Service

• Assist visitors at the Legislative Department reception desk, including connecting guests with City Council offices and providing basic information about City Council business and the legislative process.
• Serve and assist a wide range of customers, including Federal, State, and City-Level Elected Officials, Executive Department Directors, foreign delegations and other functionaries, community groups, members of the media, and guests from the public.
• Ensure visitors are signed in and following department protocol.
• Monitor the City Council main business phone line; answer and route calls to the appropriate City Council office or refer calls to other City departments and external agencies.
• Provide excellent customer service.
• Follow and enforce specific security and safety protocols while covering the service desk.
• Respond to internal and external customer inquiries.

Administrative Tasks

• Maintain and coordinate Department and Council calendars.
• Maintain logs, statistics and information regarding services, tasks, customer interactions, and other information.
• Scan and manage documents and files; create/modify signs or other information such as business cards and custom publications.
• Assist with printing agendas and make them available to the public as directed.
• Complete research requests, and develop reports, forms, invoices, charts, other as requested.
• Assemble proper information and documentation to assist with legislative processes.
• Proofread documents and prepare finished copies as requested.
• Process incoming and outgoing mail.
• Maintain internal department contact information in reference documents and on internal web.
• Perform other related duties as required.

Meeting and Event Coordination

• Coordinate resources for department and council meetings (e.g. conference rooms or facilities, equipment, and/or light refreshments).
• Format and publish City Council agendas and meeting details.
• Prepare Council Chamber for meetings.
• Assist with department special events as needed.
• Provide support in moving and arranging office equipment and furniture during office layout changes as needed.

Minimum Qualifications

One year of office clerical experience (or a combination of education, training, and/or experience which provides evidence of the ability to perform work of the class).

A successful candidate will also possess the following skills and abilities

• Experience working with elected officials or executive professionals in a fast-paced work environment, and/or experience providing skilled customer service to the public.
• Excellent customer service and verbal communication skills.
• Highly organized and responsible with great attention to detail.
• Strong time management skills; proven ability to work efficiently with accuracy and with multiple deliverables in short time constraints.
• Intermediate Computer proficiency in: Microsoft 365 applications (Word/ Excel/ Outlook) and Microsoft Collaboration Tools (SharePoint/ MS Teams/ MS Forms); ability to learn new applications and adapt to new computer equipment easily; and basic knowledge and experience using web-based publication and task-tracking tools.
• Ability to lift office equipment in excess of 30 lbs, and use of assisted lifting devices (dollies, carts, hand-trucks to transport items, joint lifting) when transporting and adjusting office equipment.

Total Compensation and Benefits

The full salary range for this classification is $34.32 - $38.25 Hourly.

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.

Union Information

This position is represented by PROTEC-17.

Work Environment / Physical Demands

This position will primarily be onsite at the Seattle City Hall: 600 Fourth Ave. 2nd Floor, Seattle, WA. Work is performed in an office environment; this individual may be on their feet for long periods of time working in multiple offices, areas, and floors of City Hall. This position requires the ability to lift objects weighing in excess of 30 pounds, as this position monitors office supply purchases, restocks supplies, and occasionally adjusts equipment and furniture.