COO is hiring! Seeking a career service Administrative Specialist III

Application deadline is 11:59pm on June 15, 2022.

Are you an Administrative Professional with an action orientation and strong analytical, communication, and problem-solving skills?

  • multi-tasker, organized and attentive to detail with strong prioritization skills
  • Genuinely interested in working in a supportive, team-centered environment?
  • Technically savvy? Can you successfully use Microsoft products, databases and computer applications/portals and business tools?
  • Capable of learning new tasks and processes to support community-based projects that contribute to healthy, thriving communities?
  • Ready to put your skills into action with a values-centered team focused on racial equity?

If so, the Administrative Specialist III (ASIII) position with Communities of Opportunity may be right of you! Public Health – Seattle & King County is seeking to hire a full-time, career service Administrative Specialist III to join the Communities of Opportunity team!

The position will provide day-to-day administrative and operational support to the COO Initiative Director and a multi-disciplinary team of 12 Project/Program Managers and Evaluators. The work involves independent judgment of complex and/or sensitive information. The position requires a high level of competency, experience and expertise with tools and processes that support the work and organization of the team, the Director, Project/Program Managers, and COO Governance Group, including proficiency with Microsoft Office Suite and SharePoint. Candidates should have excellent oral and written communications skills and the ability to provide a consistently high level of support to team members and communicate with community partners with discretion and diplomacy.

Job Duties

The position will provide day-to-day administrative and operational support to the COO Initiative Director and a multi-disciplinary team of Project/Program Managers.  Duties include advance administrative assistance skills including technologies and experience navigating government systems. 

Contract Management and Procurement – Administrative Support:

  • Support Project/Program Managers for COO’s procurement and contracting processes. Facilitate scheduling, track document development, contract execution, and ensure COO staff has copies of final, executed contracts, invoice templates, and other documentation.
  • Assist with quality control, review documentation, invoices, and payment records for completeness and accuracy.
  • Collect, organize, data for funding commitments, contracting, and reporting on COO/BSK investments. Create summaries for program investments. 
  • Coordinate program implementation actions with administrative and operations staff within the Public Health Department, Department of Community & Human Services, Seattle Foundation, and Best Starts Initiative on procurement, contracting, monitoring, and reporting projects.

Records management, maintenance, and retention:

  • Transfer files to centralized, shared records management systems and lead staff in the on-going maintenance for procurement, budget, and legal documents and other program records on SharePoint site(s). 
  • Develop templates and other tools to collect information, visualize and manage plans and schedules for program engagement and funding processes.
  • Create, update, and maintain required program documents and records for public meetings for the COO Governance Group/COO BSK Advisory Board.

Governance and Community Advisory Groups, Staff Meetings & Event Support:

  • Prepare for and take notes for COO meetings and quickly produce summaries or minutes that accurately and concisely capture complex, relevant information.
  • Provide support to COO community advisory boards, including the COO Governance Group/COO Best Starts Advisory Board, the COO Evaluation Advisory Group. Facilitate meeting scheduling, coordinate logistics, communicate with group members, distribute meeting materials, take meeting notes, and keep other board and committee records in accordance with public meeting act requirements.
  • Manage COO’s calendar of events. Coordinate scheduling of staff meetings and other program meetings. 
  • Provide technical support to staff and community members for digital meetings that use Zoom, Microsoft Teams, or other online platforms.

General Administrative and Program Support:

  • Provide guidance and support to staff on King County administrative systems, tools, and resources. Manage and trouble shoot office administrative issues and maintain accounts for on-line accounts and passwords, project accounting codes, equipment inventories, etc.  Provide direct assistance to COO staff to access resources and/or connect with appropriate personnel.
  • Train staff on the basic use of office equipment and systems such as SharePoint, Teams, and network access. Operate, maintain and track inventory of electronic and audio/visual equipment.
  • Manage request for the purchase of supplies and other program materials. Handle reimbursements for office-related and program related purchases; maintain records and reconcile accounts for purchases.
  • Compose, edit, proofread, design and format documents and publications.
  • Other duties as assigned.

Experience, Qualifications, Knowledge, Skills:

  • Demonstrated ability to communicate effectively orally and in writing; establish and maintain effective working relationships with a diverse range of people (for example, staff, community groups/stakeholders, and the general public).
  • Ability in prioritizing workloads, effectively communicate with team members in adjusting and adapting to changes in workload demand. Proficient at organizing, prioritizing, multi-tasking, and adapting to changes in workload demands.
  • Ability to work independently and with varying degrees of ambiguity. Skilled at problem solving and troubleshooting. High level of attention to detail. 
  • Possesses initiative and accountability skills for work products.
  • Demonstrated ability to maintain confidentiality with sensitive matters and information, ensuring information is kept private and secure.
  • Ability to handle difficult interpersonal interactions with discretion and diplomacy; and work both independently and as a member of a team.
  • Ability to update and maintain program databases and files; accurately enter and track data; and generate reports.
  • Knowledge of equity and social justice principles. 
  • Ability to work in a Windows environment and use Microsoft products to complete assigned tasks, including Word for word processing, Excel for spreadsheet creation, maintenance, and reports; and Outlook to communicate with staff and community partners.
  • Ability to prepare for meetings which include setting up PowerPoint presentations, virtual meetings via Teams and via Zoom, and conference phone lines, copying and preparing packets for meetings.
  • Operate standard office equipment including personal computer, telephone, fax machine, printers, and scanners. Responsible for coordinating maintenance of community office equipment and coordinating the removal of surplus items.
  • Ability to lift and carry up to 20 pounds from one location to another, to move tables and chairs, and to repeatedly sit and stand throughout the day, with or without reasonable accommodation. 

 Desired Qualifications:

  • Experience with providing administrative support to Board of Directors, Committees, Advisory Group, and/or public or community groups.
  • Experience with public sector systems and processes.

COVID-19 Vaccination Requirement:
King County Executive Branch employees are required to be fully vaccinated against COVID-19. If you are the successful candidate for the position you applied for, the County will send you a conditional offer letter.
As a condition of employment, prior to a final offer of employment, you will be required to:

  • submit proof of vaccination, or
  • have an approved request for medical or religious exemption and an approved accommodation. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.

People are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of a vaccination approved by the Center for Disease Control and Prevention (CDC).

The Executive Branch includes employees in the Executive branch, the Assessor’s Office, Elections, the King County Sheriff’s Office, and the Executive Office.

Learn more and apply here!

Communities of Opportunity

Communities of Opportunity (COO) is an innovative public-private-community initiative that focuses creating greater equity and well-being through investments in community partnerships, systems and policy change, and shared learning. COO is supported by King County through Best Starts for Kids and the Seattle Foundation. More information is available at

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