The application deadline is February 7, 2024 at 11:59 pm Pacific.
Communities of Opportunity (COO) is seeking an Administrative Specialist III to provide day-to-day administrative and operational support to the COO Initiative Director and a team of eight Project/Program Managers and their contract portfolios.
Job Duties
- Managing calendars and coordinating scheduling of meetings and events
- Providing technical support to staff and community members in use of digital meetings using Skype, Zoom, Microsoft Teams, and other platforms
- Taking minutes for multiple meetings each month, with an ability to quickly and accurately capture complex information on a laptop computer, in a large and small meeting with multiple people speaking
- Creating and maintaining a SharePoint site for program documents; Maintaining required documents and records for public meetings for the COO Governance Group/COO BSK Advisory Board
- Compose, edit, proofread, design and format documents and publications
- Purchasing goods, handling reimbursements, and reconciling accounts
- Accurately entering data for funding, contracting, and reporting on COO/BSK investments
- Researching specialized or technical information, providing program-specific information to internal and external customers, distributing work to other office employees
- Developing templates and other tools to help organize and manage information, track processes and resources
- Train staff on the basic use of office equipment and systems such as SharePoint, network access, and Teams. Operate, maintain and track inventory of electronic and audio/visual equipment
- Other duties as assigned
Experience, Qualifications, Knowledge, Skills
- Two years of experience providing high-level administrative or operational support to a group of individuals or for multiple workgroups
- 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 or current member of communities served by Communities of Opportunity
- Experience with providing administrative support to Board of Directors, Committees, and/or public or community meetings
- SharePoint Super-user
- Bilingual in Top-tier languages in King County
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.
Best Starts for Kids
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.
