Administrative Staff Assistant

City of Seattle; Seattle (WA); On-site; USD 80,000 - 100,000; Full time

Job summary

An established industry player is looking for a dynamic Administrative Staff Assistant to join their team. This role is vital for providing comprehensive administrative support, ensuring effective operations within the Office of Inspector General for Public Safety. You will manage schedules, coordinate meetings, and assist with complex projects, all while maintaining confidentiality and adhering to high professional standards. This position offers a unique opportunity to engage with diverse communities and contribute to the city's commitment to social justice. If you thrive in fast-paced environments and are passionate about public service, this role is perfect for you.

Benefits

Medical insurance

Dental insurance

Vision insurance

Vacation leave

Sick leave

Holiday leave

Long-term disability insurance

Qualifications

• 1 year of experience in administrative analysis or office management.
• Bachelor's degree in business or public administration required.

Responsibilities

• Provide administrative support to the Inspector General and upper management.
• Manage calendars, schedule meetings, and coordinate logistics.

Skills

Attention to detail

Project management

Effective communication

Confidentiality

Adaptability

Education

Bachelor's degree in business or public administration

Tools

Microsoft Office (Word, Excel, Outlook, Teams)

GovQA

Job description

The Office of Inspector General for Public Safety

The Office of Inspector General for Public Safety (OIG) was established by Ordinance 125315 as part of the City of Seattle police accountability reform effort. Our charge is to help ensure the fairness and integrity of the police system in its delivery of law enforcement services and our goal is to ensure constitutional, accountable, effective, and respectful policing that reflects the values of Seattle’s diverse communities and engenders community trust.

Job Summary

The OIG is seeking a dynamic and experienced Administrative Staff Assistant to provide a wide range of administrative tasks. This position supports the Inspector General (IG), members of the Executive Leadership Team, and each service area in the department to function effectively. This role encompasses organizational and administrative functions, completing regular duties and assignments, in addition to special complex projects. This role requires you to be a self-starter who can work independently and be a collaborative team player.

You will be successful in this position if you:

• Have high professional standards and excellent attention to detail
• Are committed to advancing equity, social justice, diversity and inclusion goals
• Handle confidential information with discretion and sound judgment
• Manage calendars, including coordinating project deadlines and meetings for upper management
• Manage competing priorities and exercise project management skills
• Are a timely and effective communicator, both verbally and in writing

This is a fast-paced environment where the Administrative Staff Assistant must be able to multi-task, process situations and requests efficiently, and be adaptable to a series of changing needs and evolving projects. This position plays a key role in troubleshooting challenging situations, working proactively and effectively with all staff throughout the department, and handling a high volume of tasks with great accuracy.

The Administrative Staff Assistant will:

• Provide confidential administrative support to the IG, Deputy IG, and Director of Operations.
• Assist with IG scheduling, field phone calls, and coordinate various aspects of inter- and intra-departmental communication as necessary.
• Schedule and attend meetings, handle logistics and material preparation including drafting agendas, taking notes, tracking decisions, and ensuring follow-up on action items. Assist with organizing employee events and all-staff meetings.
• Provide administrative project support on large, complex projects, which may include stakeholder interactions that require a high degree of diplomacy.
• Maintain office filing including performing monthly financial credit card reconciliation activities, processing invoices, and coordinating travel and training for OIG staff.
• Assist with the processing and fulfillment of public disclosure requests.
• Manage the coordination of new employee onboarding and IT requests.
• Research and gather information on current events and make recommendations to management.
• Coordinate and direct a variety of office management functions such as facilities issues, reception, and intake related duties, maintaining office supplies and equipment needs, organizational file maintenance, and coordinating team meeting agendas.
• Assist in copyediting, assembly, and final preparation of documents.
• Participate on various City committees and serve as the department’s Safety Coordinator and Floor Warden.

We welcome applicants from diverse backgrounds and life experiences. Pursuant to Ordinance 125315, applicants for positions with OIG must not have been employed by the Seattle Police Department as a sworn officer and must pass a criminal background check.

Minimum Qualifications:

• Experience: One (1) year of experience in administrative analysis, budget administration or preparation, office management, personnel administration, program administration, as staff assistant, or in a closely related field; AND
• Education: A bachelor’s degree in business or public administration, or another closely related field.
• OR Three (3) years of progressively responsible administrative experience in administrative analysis, budget administration or preparation, office management for a similarly sized department or organization, personnel administration, program administration, as staff assistant, or in a closely related field.

In addition to the qualifications listed above, you will be effective in this role if you have the following:

• Experience providing administrative support to high level management and administering overall office management functions.
• An understanding of city government or experience working in a political environment.
• Familiarity with the field of law enforcement and current event issues; able to independently stay abreast of such issues and upcoming local activities, meetings, and events.
• An appreciation of the city's ethnic and socio-economic diversity, and proven experience working with and valuing the perspectives of diverse groups and individuals.
• Ability to communicate effectively and professionally with department staff and members of other organizations on sensitive or controversial issues.
• Knowledge in Washington State’s Public Records Act and proficiency in using GovQA.
• Research and data collection experience.
• Use Microsoft Office Software (Word, Excel, Outlook, Teams) with intermediate to advanced proficiency.

TOTAL COMPENSATION AND BENEFITS

The salary range for this position is $40.00 - $46.63 per hour.

This position is classified as an Administrative Staff Assistant. New employees begin at Step 1 of the pay progression, which is $40.00 hourly. Current City employees’ starting rate of pay will be based onPersonnel Rules regarding promotions. This is a regular full-time position of 40 hours per week. This is a Civil Service position eligible for overtime.

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

WORK SCHEDULEThis position will primarily be onsite at Seattle Municipal Tower: 700 5^th AVE Suite 5500, Seattle, WA. Alternative Work Arrangements may be considered and will be based on operational needs.

COMMITMENT TO SOCIAL JUSTICE

The City of Seattle recognizes every City employee must play a role in ending institutional and structural racism. Our culture is the result of our behavior, our personal commitments, and the ways that we courageously share our perspectives and encourage others to do the same. To cultivate an antiracist culture, we seek employees who will engage in theRace and Social Justice Initiative by working to dismantle racist policies and procedures, unlearn the way things have always been done, and provide equitable processes and services.

HOW TO APPLY

1. Complete an online application and supplemental questionnaire.
2. Attach a PDF cover letter describing how your knowledge, experience, skills, and abilities have prepared you for the job responsibilities and qualifications outlined in this job announcement.
3. Attach a PDF resume detailing your relevant talents and experience.

Applications received without the requested materials will not be considered.

Job offers are contingent upon the verification of credentials and other information required by the employment process including the successful completion of a background check.

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.