This opportunity will remain open until filled with a first review of applications on February 6, 2023
Are you an Administrative Professional with an action orientation and strong analytical, communication, and problem-solving skills?
- A 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, see if this Career Service position with Communities of Opportunity is 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!
Job Duties
The position will provide day-to-day administrative support to the COO Initiative Director and a multi-disciplinary team of Project/Program Managers. The position requires advanced administrative skills including the ability to work with different technological tools and to effectively navigate government systems.
General Administrative and Program support:
- Manage COO’s calendar of events. Coordinate scheduling of staff meetings and other program meetings.
- 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.
- Prepare for and take notes for COO meetings and quickly produce summaries or minutes that accurately and concisely capture complex, relevant information.
- 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.
- Provide technical support to staff and community members for digital meetings that use Zoom, Microsoft Teams, or other online platforms.
- 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 requests 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.
Contract Management and Procurement – Administrative Support:
- Support Project/Program Managers for COO’s procurement and contracting processes. Facilitate scheduling, track document development and 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 and 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.
- 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.
Communities of Opportunity & Best Starts for Kids
Communities of Opportunity (COO) is an innovative public-private-community initiative designed to achieve equitable community conditions in housing, health, economic opportunity, and community connections in King County. COO focuses on racial equity and justice through investments in community partnerships, systems and policy change, and shared learning. COO is supported through the Best Starts for Kids (BSK) levy and Seattle Foundation. More information is available at www.COOPartnerships.org.
Building on the deep knowledge, connections, and skills within King County communities, and backed by what science and research tells us about human development, the Best Starts for Kids King County initiative meets children and families with the right services at the right time. The first Best Starts for Kids levy, approved by King County voters in 2015, reached 490,000 of King County’s youngest children and their families and 40,000 youth and young adults, catalyzing strong starts in a child’s earliest years, and sustaining those gains through to adulthood. In August 2021, King County voters chose to renew the levy with over 62% approval for another six years. The plan for Best Starts for Kids 2.0 will maintain current Best Starts for Kids investments in promotion, prevention, and early intervention, while deepening our investments to address critical needs in our community. View the Best Starts for Kids Implementation Plan: 2022 – 2027 here.