Administrative Specialist II - BU

City of Seattle; Seattle (WA); Híbrido; USD 51.000 - 57.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Medical, dental, vision insurance

Language Premium Pay

Descripción de la vacante

The City of Seattle’s Department of Education and Early Learning (DEEL) seeks an Administrative Specialist II to support the central admin team and the Programs Division. This role reports to the Operations Manager and involves meeting minutes, document management, event coordination, and invoicing within a hybrid work schedule.

Ideal candidates will have 2+ years clerical experience in public or education settings, strong Microsoft 365 skills, and a commitment to culturally responsive service

Formación

• Two years of clerical support experience in a public agency, human services, or education setting.
• Proficient in Microsoft Office suite (Outlook, SharePoint, Teams, Forms, Excel).
• Ability to coordinate meetings, take notes, and manage schedules in a deadline-driven environment.
• Experience with customer service for diverse communities and staff.

Responsabilidades

• Take, prepare, and distribute meeting minutes; support virtual meeting logistics and track action items.
• Create and edit correspondence, spreadsheets, presentations, documents, templates, and forms; review for completeness.
• Coordinate in-person and virtual events; arrange venue, interpreters, partner coordination, catering, and equipment.
• Process invoices and track expenditures; assist with training registrations and travel logistics.
• Maintain filing systems and support data entry; manage department asset inventory and equipment returns.

Conocimientos

Detail oriented

Problem solving

Independent

Effective communicator

Herramientas

Microsoft Outlook

SharePoint

Teams

Forms

Excel

Descripción del empleo

The Department of Education & Early Learning’s (DEEL) mission is to transform the lives of Seattle’s children, youth, and families through strategic investments in education. We believe all children and youth—prenatal through postsecondary—deserve equitable access to high-quality learning environments, support services, and opportunities. Our staff partners with families, schools, and community organizations to eliminate opportunity gaps and ensure students are supported to graduate prepared for the future of their choice.

DEEL is seeking an Administrative Specialist II to join our central administrative team within the Leadership & Administration (L&A) Division, providing specialized support to the Programs Division, which includes the Early Learning, K–12, and Postsecondary teams. This position reports to the Operations Manager.

In this role, you will:

• Take, prepare, and distribute meeting minutes aligned with department norms; support virtual meeting logistics; and track action items.
• Create, edit, and maintain correspondence, spreadsheets, presentations, documents, surveys, templates, forms, and agreements; review documents for completeness.
• Coordinate in-person and virtual events, including venue reservations, interpreter scheduling, partner coordination, equipment support, and catering.
• Support production of public-facing materials, including translation, printing, ADA remediation, and mailing services; maintain email lists for partner groups.
• Process invoices, track expenditures, and support staff with training registrations and travel logistics.
• Maintain electronic and manual filing systems and support routine data entry.
• Oversee department audiometer equipment inventory, including annual calibration, asset tracking, and equipment assignments/returns.
• Assist management with special projects, including gathering and compiling information and resources.
• Participate in department continuous improvement efforts and provide backup support to administrative teammates.
• Assist with onboarding and training new staff members.

You will be successful in this role if you bring a blend of the following experience, skills, and abilities:

Experience in:

• Providing administrative support in a public agency, human services, and/or education setting
• Proficiently using Microsoft Suite, including Outlook, SharePoint, Teams, Forms, and Excel
• Proficiency with Adobe Sign is desired
• Complex meeting coordination, note-taking, and schedule management in a deadline-driven environment
• Providing culturally responsive, human-centered customer service to internal staff and diverse communities
• Processing invoices and credit card reconciliations using complex budget coding in PeopleSoft is beneficial
• Creating written procedures is beneficial
• Asset tracking is beneficial

Skills:

• Exceptionally detail oriented and organized
• Strong problem-solving skills with an interest in continuous improvement
• Ability to independently produce high-quality work while thriving in a collaborative team environment

Abilities:

• Comfortable learning new systems and technologies
• Effective communicator who can support staff, partners, and stakeholders in a variety of contexts
• Willingness to attend occasional off-site community meetings during the evening or weekends

Please note that this job advertisement is not intended to cover or provide a comprehensive listing of the activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

In addition to the qualities mentioned above, you will need to possess the following required qualifications (or a combination of education, training, or experience that provides an equivalent background required to perform the work of the class):

• Two years of clerical support experience

This full-time civil service position is eligible for overtime and is classified as an Administrative Specialist II-BU. This position is governed by a collective bargaining agreement between the City and the union, PROTEC17 – Administrative Support. The full pay range for this step-progression position is $36.89 to $41.31 per hour. New employees begin at Step 1 of the pay progression, which is $36.89 hourly. Current City employees’ starting rate of pay will be based on Personnel Rules regarding promotions.

Work Environment:

This position offers the flexibility of a hybrid work schedule. Employees are expected to be in-office 3 days per week. Individual schedules will be based on agreement between the employee and their supervisor and are subject to change.

Benefits:

A comprehensive benefits package includes 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 here: https://www.seattle.gov/human-resources/benefits

Why work at the City of Seattle?

At the City of Seattle, public service is more than a job; it’s a chance to shape the future and make a meaningful difference in the lives of everyone who works, lives, or plays in our city. With 12,000 employees across 40+ departments and 1,100 job titles, we are united by a common purpose: to create a Seattle that is vibrant and welcoming for all. Whatever your role, you’ll help power a forward-looking city that leads by example—inclusive, innovative, equitable, and community-focused—while joining a diverse team committed to solving challenges and making a lasting impact together. Join us in building a Seattle where everyone thrives.

Language Premium Pay:

Individuals selected to fill this position may be eligible to receive Language Premium Pay (SMC 4.20.360), which provides a $200.00 monthly stipend to qualified bilingual employees who are properly evaluated and assigned to provide direct communication in-language, interpretation, or translation services to the public on behalf of the City of Seattle.

Application Process:

Please submit your application at https://www.governmentjobs.com/careers/seattle/ by the listed deadline. To be considered, you must submit the following with your complete online application:

• A cover letter in which you clearly describe how your knowledge, experience, skills, and abilities prepare you for the job responsibilities and qualifications outlined in the job announcement
• A current resume of your educational and professional work experience

Please note:

The Department of Education and Early Learning does not use artificial intelligence (AI) or automated tools to screen or evaluate applications. Every application is reviewed by a member of our hiring team to ensure an equitable and human-centered process.

Hiring Timeline:

First interviews will take place the week of November 16th and will be conducted by video conferencing using Microsoft Teams. Second-round interviews will be in person at the Seattle Municipal Tower in Downtown Seattle, the week of November 30th. The target start date is December 16, 2026.

Background Check:

Job offers are contingent on the verification of credentials and other information required by the employment process, including the completion of a background check. The background check will involve a criminal history check, which includes conviction and arrest records, in compliance with Seattle’s Fair Chance Employment Ordinance, SMC 14.17, and the City of Seattle Personnel Rule 10.3 (Download PDF reader). A driving history review may be conducted in compliance with SMC 4.79.020. Applicants will be provided an opportunity to explain or correct background information.

Who May Apply:

This position is open to all applicants who 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. The City 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.

Accommodations Request & Recruiting Contact:

Reasonable accommodations will be provided for individuals with disabilities to participate in the application or interview process, perform essential job functions, and access other employment benefits and privileges. Please get in touch with [e-mail] to request accommodation or with any questions.