Administrative Specialist I, Legislative Operations & Reception

City-of-Seattle; Seattle (WA); On-site; USD 71,000 - 80,000; Full time

Job summary

The City of Seattle’s Legislative Department seeks a full-time Administrative Specialist I to support the Legislative Operations Team. The role emphasizes front-line public service, welcoming visitors to City Hall, and providing administrative support to City Council offices and divisions.

It requires exceptional communication, customer service, and the ability to multi-task in a confidential setting. Standard hours are Monday–Friday, 8:00 a.m.–5:00 p.m., with onsite attendance at City Hall.

Qualifications

• One year of office clerical experience or equivalent.
• Experience with elected officials or executive professionals in a fast-paced environment is a plus.
• Strong customer service and verbal communication skills.
• Highly organized with strong attention to detail.
• Solid time management with multiple deliverables in tight timelines.
• Proficient in Microsoft 365 apps and collaboration tools.

Responsibilities

• Assist visitors at the reception desk and connect guests with City Council offices.
• Provide basic information about City Council business and the legislative process.
• Ensure visitors are signed in and follow department protocol.
• Monitor the City Council phone line and route calls accordingly.
• Deliver excellent customer service.
• Follow security protocols while at the service desk.
• Respond to internal and external inquiries.
• Maintain and coordinate Department and Council calendars.
• Maintain logs, statistics and information on services and interactions.
• Scan and manage documents, create/modify publications.
• Assist with printing agendas and public access to them.
• Complete research, develop reports, forms, invoices, charts.
• Assemble information to assist with legislative processes.
• Proofread documents and prepare finished copies.
• Process incoming/outgoing mail.
• Maintain contact info in reference docs and internal web.
• Perform other related duties as required.
• Coordinate resources for department and council meetings.
• Format and publish City Council agendas and meeting details.
• Prepare Council Chamber for meetings.
• Assist with department events and layout changes.

Skills

Customer service

Verbal communication

Highly organized

Time management

MS 365

SharePoint/MS Teams/MS Forms

Lift 30+ lbs

Tools

Microsoft 365

SharePoint

MS Teams

MS Forms

Job description

The City of Seattle’s Legislative Department seeks a full-time Administrative Specialist I to support the Legislative Operations Team. The role emphasizes front-line public service, welcoming visitors to City Hall, and providing administrative support to City Council offices and divisions.

It requires exceptional communication, customer service, and the ability to multi-task in a confidential setting. Standard hours are Monday–Friday, 8:00 a.m.–5:00 p.m., with onsite attendance at City Hall.