• Supervision is one of the predominant responsibilities for this position. Trains, assigns duties, conducts work audits, reviews and evaluates staff assigned to administrative roles, customer service staff and other staff responsible for compiling reports, printing, mailing and tracking time sensitive documents.
• Committed to staff career development and cross-training.
• Assures excellent customer service to internal and external organizations and that staff are prepared to provide professional, accurate and consistent responses.
• Maintains specialized record keeping and accuracy in a variety of data bases and physical files to include archiving records.
• Maintains overall office environment in a professional and organized manner.
• Provides cellular telephone and computer distribution, and oversight.
• Responsible for equipment procurement and maintenance, space allocation, and technical assistance.
• Documents and updates administrative policies and procedures to ensure administrative and staff consistencies.
• Maintains tracking system to account for City owned property.
• Participates in employee on-boarding and exiting process.
• With attention to continuous quality improvement and program expansion, supports ADS in tracking and reporting data to include oversight of multiple databases, accounts payable, credit card expenditures and purchasing.
• Participates in the case management supervisory group and other groups with the goal of providing support and offering ideas for work efficiencies from the administrative perspective.
• Oversees HSD City leased vehicles, reporting and usage as assigned.
• Responsible to purchase authorized credit card and follow all purchasing policies and procedures.
• Oversees office supply purchasing and inventory, space planning and mail processing and phone lists for division.
• Prepares Expenditure Pre-Approval forms for credit cards, computers, leased equipment and other purchases.
• Oversees the administrative staff to ensure caseload and monthly reporting timelines are met and accurate.
• Ensures office operates with energy efficiency, safety and Health Insurance Portability and Accountability Act (HIPAA) and public records compliance.
• Documents and updates administrative policies and procedures for routine and special projects.
• Timely grants and removes access to facilities when staff onboard or separate.
• Acts as liaison with property manager to request work orders, additional cleaning services, etc.
• Monitors office for safety and emergency procedure activation.
• Provide support as needed to other duties as assigned.

• Required Approach

  • You are an advocate of racial equity and social justice; you advocate on behalf of our clients, your team and the community to address systemic inequities.
  • You possess a non-judgmental attitude and value individual differences. You are responsive to cultural differences when serving clients and staff. You can build relationships to best serve, regardless of cultural background, age, gender, literacy skill level or disability. Active listening and critical thinking without bias or prejudice is essential.
  • You embrace lifelong learning. Whether attending training, receiving constructive feedback, or when differences in opinion occur, you embrace these experiences as learning opportunities and strive to develop your own professional competence.
  • When faced with multiple competing demands, you possess the ability to triage and prioritize client needs, employee needs and competing work assignments, so they are addressed in a timely manner. You are adaptive to change and skilled at problem-solving.
  • When faced with challenging work, you possess the skill and ability to stay positive and practice self-care to promote and maintain a healthy work-life balance to ensure optimal health and well-being
  • You understand each team is part of the whole and we are most successful when we work together.
  • You approach supervision, coaching and performance management as partnership with staff, valuing their humanity, diversity and unique abilities. You seek ways to bring change and opportunity for others.
  • You are able to adapt your communication and teaching style to best serve your team members.

To be successful in this job you will need to:

• Conduct work in a detail-oriented manner and manage multiple projects and priorities.
• Have strong verbal and writing skills.
• Have excellent interpersonal skills, creative problem-solving and professional conflict resolution skills, including ability to handle controversial/sensitive issues, maintaining composure and displaying excellent judgement and flexibility in a high action environment while meeting tight deadlines.
• Have and demonstrate a commitment to the City’s Race and Social Justice Initiative.
• Have a commitment to the Department’s mission of meeting the human services needs of Seattle/King County.

Desired Qualifications:

• Two years supervisory experience.
• Experience working in a cross-divisional, multi-office operation with complex and changing policies and priorities.
• Experience working in a large office environment providing services to diverse staff and clients.
• Intermediate to advance software application experience to include Structured Query Language (SQL), SharePoint and Excel abilities.
• Experienced in successfully supporting, supervising and holding a team of administrative professionals accountable for desired outcomes.
• Experience managing files with confidential client and staff information.
• Experience documenting business processes and policies and procedures and special projects.
• Ability to learn, train staff and test program specific software.
• Strong ability to interpret and apply policies, rules, and procedures.

• Completed NEOGOV online application.
• Current résumé indicating relevant experience and education.
• Cover letter describing how your skills and experience align with the stated job responsibilities and qualifications.
• Supplemental questionnaire responses

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.

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.