Position Description

Seattle City Light, a department of the City of Seattle, is one of the nation’s largest municipally owned utilities in terms of the number of customers served. Over the years we have worked very hard to keep Seattle's electricity affordable, reliable, and environmentally sound. Today, City Light is a recognized national leader in energy efficiency and environmental stewardship.

The Energy Innovation and Resources (EIR) Business Unit is seeking an experienced Administrative Specialist II to support the business unit’s Division Directors and divisional staff. In this position, you will process invoices and travel arrangements, support procurement and contracting processes, and execute complex calendaring requests and special projects, while representing the Divisions in a positive light by creating and maintaining good relationships with our internal and external customers and partners. This position will report to EIR Business Unit Advisor.

Job Responsibilities

Here is more about what you’ll be doing:

• 
  Support EIR’s Business Unit Office and divisions by handling a wide range of administrative tasks including general office support, document tracking and reporting, record keeping, and communication;
• Process invoices for payment, and review and audit invoices for accuracy;
• Manage complex calendaring requests, and make travel, meeting, and event arrangements;
• Support procurement and contracting processes, including developing and tracking procurement documents (such as purchase orders and work authorizations) for services, supplies, and equipment;
• Use best practices to establish and maintain electronic, and when required, hard copy filing systems for divisional records;
• Prepare meeting agendas and materials and record meeting minutes and action items;
• Serve as administrative liaison between EIR’s divisions and other City Light management, other City Departments, and external stakeholders and partners;
• Process travel/training requests and expense claims and maintain records;
• Prepare and transmit routine correspondence and forms, often of a highly confidential nature, for divisional directors and staff;
• Track staffing schedules and other personnel-related items such as preparation of new hire forms for on-boarding;
• Assist with special administrative projects;
• Provide other/similar duties throughout the Business Unit as required.

Qualifications

Required Qualifications: In addition to the skills and experience mentioned below, a successful applicant will have experience that reflects a commitment to creating fair and equitable outcomes and has:

Requires two 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.)

Desired Qualifications - You will be successful if you have the following experience, skills, and abilities:

• 
  Experience working with the City of Seattle/Seattle City Light or a comparable utility preferred.
• Some college or an Associate's Degree in administration or project management or a related field.
• Proficiency in business communications and the ability to write clear, professional letters, memos, and reports.
• Proficiency with Microsoft Office Suite, WebEx, and Microsoft Teams.
• Basic proficiency with Adobe Acrobat Sign, e.g., routing for signatures, and with SharePoint, e.g., uploading and removing files from a document library.
• Ability to work as a team member in a diverse workforce.
• Able to demonstrate a thorough knowledge of general office practices and procedures, specialized office equipment, and/or a specialized knowledge of the policies, procedures, and practices applicable to the Business Unit.
• Interest in assisting with office events including meetings, training, and team celebrations/events.
• Energetic and positive personality.
• Excellent oral and written communication skills and strong attention to detail.
• Good organization skills, ability to prioritize work, and ability to multi-task in a busy environment.
• Ability to identify process improvements.
• Ability to prioritize work and revise plan modifications to meet project deadlines, and adapt to shifting priorities.

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

Additional Information

Application Process.
Please submit the following with your 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.

Who May Apply: This position is open to all candidates that meet the qualifications. Seattle City Light 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. Seattle City Light encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with diverse life experiences.

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 the 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.

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.

Want to know more about Seattle City Light? Check out our web page: http://www.seattle.gov/light/.

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.