Executive Secretary / Assistant I
King County
Seattle, WA
Full-time
This job is no longer available.
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Salary
$39.99 - $50.69 Hourly
Location
Chinook Building 401 5th Avenue Seattle, WA
Job Type
Appointed
Job Number
2024SC22952
Department
DCHS - Community & Human Srvcs
Opening Date
10/25/2024
Closing Date
11/9/2024 11:59 PM Pacific
FLSA
Non-Exempt
Bargaining Unit
Z3 : KC Personnel Guidelines
Full- or Part-Time
Full Time
The Department of Community and Human Services values diverse perspectives and life experiences. The Department encourages people of all backgrounds to apply, including Black, Indigenous, and People of Color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with lived experiences.
King County's Department of Community and Human Services (DCHS) provides equitable opportunities for people to be healthy, happy, and connected to community.
We have an exciting opporunity for an Executive Secretary/Assistant I to join the Director's Office Administrative Team. The Executive Assistant will support the Developmental Disabilities and Early Childhood Supports (DDECS) Division, primarily the DDECS Division Director and Deputy Division Director. This is an Appointed position and serves at the pleasure of the appointing authority.
WHO MAY APPLY: Please apply if you believe you meet the minimum qualifications. Interviews for this selection process will take place on or around December 3-4, 2024.
REQUIRED MATERIALS: Candidates who wish to be considered for this position must submit an online King County application and respond to the supplemental questions. Your application may be rejected as incomplete if you do not include the requested and relevant information in the online application and supplemental questionnaire. Applications and/or supplemental questionnaires that state, "see my resume" are considered incomplete and will not be considered to be competitive.
Additional Job Information
WORK SCHEDULE/CONDITIONS: This position is scheduled to work 40 hours per week, Monday - Friday, 8am - 5pm. This position meets the provisions of the Fair Labor Standards Act and is overtime eligible with supervisory pre-approval. This position is not represented by a union.
MISSION CRITICAL POSITION STATUS: This position has been designated Mission Critical. Unless otherwise directed by the County Executive, department director or agency head, all employees, regardless of designation, are expected to report to work or request leave during an emergency or inclement weather. For more detailed information, please visit HR Policy County Operations During Emergency Situations and the King County Guidelines for Workforce Management in an Emergency .
REMOTE AND ONSITE WORK DETAILS: Employees in this role work remotely from a home location, with onsite reporting requirements. The frequency of onsite work is determined by business needs and may be adjusted accordingly.
REMOTE WORK LOCATION REQUIREMENT: Employees must reside in Washington State and be within a reasonable distance of King County worksites to meet onsite reporting requirements.
RECRUITER: Susan Churchill, susan.churchill@kingcounty.gov
Correspondence and Procedures:
• Prepare, format, proofread and/or edit a variety of materials, ensuring proper grammar, punctuation, and diplomacy, including reports, briefing documents, letters, meeting agendas, spreadsheets, PowerPoint presentations, etc. Documents must follow the King County Editorial Style Manual.
• Develop, maintain, and orient staff to policies and procedures and ensure Division-wide compliance with standards and protocols for processing of paperwork, including financial disclosures, travel, telecommuting and alternative work schedule requests.
Scheduling:
• Maintain the Division Director's calendar and schedule.
• Coordinate arrangements and activities that require extensive contacts and coordination within and outside the Department.
• Set scheduling priorities creatively and adeptly resolve appointment conflicts on ever-changing calendar.
•Coordination of meeting and event logistics.
Internal and External Relations:
• Convey the Division Director's directions and instructions to staff. Furnish explanations, when necessary. Advise staff of the Division Director's preferences and requirements. Provide regular reminders to staff.
• Independently receive and resolve internal issues and questions referred to the Division Director's Office within assigned scope of authority, keeping the Director and Deputy Director informed, as needed.
• Answer incoming calls, including the Division Director's calls when requested. Respond to questions, take messages, screen, and route, or refer callers as appropriate.
• Support the Division in the administration of personnel matters, including but not limited to correspondence to staff regarding the conditions of their employment. Work closely with Human Resource staff to coordinate necessary procedures for hiring new staff and staff terminations.
• Support with records management.
Perform other related duties as assigned.
1. 2 years full time experience performing administrative support.
2. Knowledge and ability to apply proper grammar, punctuation, and sentence structure to documents.
3. Intermediate to advance proficiency with MS Office Suite for daily use of Word, Excel, PowerPoint and SharePoint. Basic knowledge of Adobe Acrobat, Visio and OneDrive. Adept at using internet searches to acquire information.
4. Demonstrates strong oral and written communication skills, including understanding and executing complex verbal and written instructions.
5. Proficient with Microsoft Outlook, including experience scheduling meetings with multiple attendees.
6. Ability to take initiative and be accountable, use independent judgment to accomplish tasks and handle responsibilities while avoiding errors in judgment and discretion.
7. Demonstrated ability to provide excellent customer service; work cooperatively with discretion, patience, professionalism, courtesy and tact with everyone (e.g. all levels of staff, private sector officials, elected officials and the public).
8. Skill in providing direction regarding work assignments and in delegating work assignments to appropriate staff members.
9. Ability to maintain a high level of confidentiality and utilize good judgment.
10. Demonstrated ability to maintain organized, prioritize workload, juggle multiple assignments and work calmly under pressure with tight turnaround times.
11. Experience managing logistics for meetings/ events and taking meeting notes/minutes.
12. Experience tracking projects and prioritizing tasks.
Forbes named King County as one of Washington State's best employers.
Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.
Guided by our "True North" , we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles - we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.
King County is an Equal Employment Opportunity (EEO) Employer
No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.
To Apply
If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact the recruiter listed on this job announcement.
King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being. Eligible positions receive the following benefits and have access to the following programs:
This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails.
NOTE: Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position.Short Term Temporary positions are not eligible for an ORCA transit pass.
For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.
$39.99 - $50.69 Hourly
Location
Chinook Building 401 5th Avenue Seattle, WA
Job Type
Appointed
Job Number
2024SC22952
Department
DCHS - Community & Human Srvcs
Opening Date
10/25/2024
Closing Date
11/9/2024 11:59 PM Pacific
FLSA
Non-Exempt
Bargaining Unit
Z3 : KC Personnel Guidelines
Full- or Part-Time
Full Time
Summary
The Department of Community and Human Services values diverse perspectives and life experiences. The Department encourages people of all backgrounds to apply, including Black, Indigenous, and People of Color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with lived experiences.
King County's Department of Community and Human Services (DCHS) provides equitable opportunities for people to be healthy, happy, and connected to community.
We have an exciting opporunity for an Executive Secretary/Assistant I to join the Director's Office Administrative Team. The Executive Assistant will support the Developmental Disabilities and Early Childhood Supports (DDECS) Division, primarily the DDECS Division Director and Deputy Division Director. This is an Appointed position and serves at the pleasure of the appointing authority.
WHO MAY APPLY: Please apply if you believe you meet the minimum qualifications. Interviews for this selection process will take place on or around December 3-4, 2024.
REQUIRED MATERIALS: Candidates who wish to be considered for this position must submit an online King County application and respond to the supplemental questions. Your application may be rejected as incomplete if you do not include the requested and relevant information in the online application and supplemental questionnaire. Applications and/or supplemental questionnaires that state, "see my resume" are considered incomplete and will not be considered to be competitive.
Additional Job Information
WORK SCHEDULE/CONDITIONS: This position is scheduled to work 40 hours per week, Monday - Friday, 8am - 5pm. This position meets the provisions of the Fair Labor Standards Act and is overtime eligible with supervisory pre-approval. This position is not represented by a union.
MISSION CRITICAL POSITION STATUS: This position has been designated Mission Critical. Unless otherwise directed by the County Executive, department director or agency head, all employees, regardless of designation, are expected to report to work or request leave during an emergency or inclement weather. For more detailed information, please visit HR Policy County Operations During Emergency Situations and the King County Guidelines for Workforce Management in an Emergency .
REMOTE AND ONSITE WORK DETAILS: Employees in this role work remotely from a home location, with onsite reporting requirements. The frequency of onsite work is determined by business needs and may be adjusted accordingly.
REMOTE WORK LOCATION REQUIREMENT: Employees must reside in Washington State and be within a reasonable distance of King County worksites to meet onsite reporting requirements.
RECRUITER: Susan Churchill, susan.churchill@kingcounty.gov
Job Duties
Correspondence and Procedures:
• Prepare, format, proofread and/or edit a variety of materials, ensuring proper grammar, punctuation, and diplomacy, including reports, briefing documents, letters, meeting agendas, spreadsheets, PowerPoint presentations, etc. Documents must follow the King County Editorial Style Manual.
• Develop, maintain, and orient staff to policies and procedures and ensure Division-wide compliance with standards and protocols for processing of paperwork, including financial disclosures, travel, telecommuting and alternative work schedule requests.
Scheduling:
• Maintain the Division Director's calendar and schedule.
• Coordinate arrangements and activities that require extensive contacts and coordination within and outside the Department.
• Set scheduling priorities creatively and adeptly resolve appointment conflicts on ever-changing calendar.
•Coordination of meeting and event logistics.
Internal and External Relations:
• Convey the Division Director's directions and instructions to staff. Furnish explanations, when necessary. Advise staff of the Division Director's preferences and requirements. Provide regular reminders to staff.
• Independently receive and resolve internal issues and questions referred to the Division Director's Office within assigned scope of authority, keeping the Director and Deputy Director informed, as needed.
• Answer incoming calls, including the Division Director's calls when requested. Respond to questions, take messages, screen, and route, or refer callers as appropriate.
• Support the Division in the administration of personnel matters, including but not limited to correspondence to staff regarding the conditions of their employment. Work closely with Human Resource staff to coordinate necessary procedures for hiring new staff and staff terminations.
• Support with records management.
Perform other related duties as assigned.
Experience, Qualifications, Knowledge, Skills
1. 2 years full time experience performing administrative support.
2. Knowledge and ability to apply proper grammar, punctuation, and sentence structure to documents.
3. Intermediate to advance proficiency with MS Office Suite for daily use of Word, Excel, PowerPoint and SharePoint. Basic knowledge of Adobe Acrobat, Visio and OneDrive. Adept at using internet searches to acquire information.
4. Demonstrates strong oral and written communication skills, including understanding and executing complex verbal and written instructions.
5. Proficient with Microsoft Outlook, including experience scheduling meetings with multiple attendees.
6. Ability to take initiative and be accountable, use independent judgment to accomplish tasks and handle responsibilities while avoiding errors in judgment and discretion.
7. Demonstrated ability to provide excellent customer service; work cooperatively with discretion, patience, professionalism, courtesy and tact with everyone (e.g. all levels of staff, private sector officials, elected officials and the public).
8. Skill in providing direction regarding work assignments and in delegating work assignments to appropriate staff members.
9. Ability to maintain a high level of confidentiality and utilize good judgment.
10. Demonstrated ability to maintain organized, prioritize workload, juggle multiple assignments and work calmly under pressure with tight turnaround times.
11. Experience managing logistics for meetings/ events and taking meeting notes/minutes.
12. Experience tracking projects and prioritizing tasks.
Supplemental Information
Forbes named King County as one of Washington State's best employers.
Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.
Guided by our "True North" , we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles - we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.
King County is an Equal Employment Opportunity (EEO) Employer
No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.
To Apply
If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact the recruiter listed on this job announcement.
King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being. Eligible positions receive the following benefits and have access to the following programs:
- Excellent medical, dental, and vision coverage options: King County provides eligible employees with options, so they can decide what's best for themselves and their eligible dependents
- Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
- Retirement: eligible King County employees may participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
- Transportation program and ORCA transit pass
- 12paid holidays each year plus twopersonal holidays
- Generous vacation and paid sick leave
- Paid parental,family and medical, and volunteer leaves
- Flexible Spending Account
- Wellness programs
- Onsite activity centers
- Employee Giving Program
- Employee assistance programs
- Flexible schedules and telecommuting options, depending on position
- Training and career development programs
This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails.
NOTE: Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position.Short Term Temporary positions are not eligible for an ORCA transit pass.
For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.
This job is no longer available.
King County
Seattle, WA