Administrative Specialist

Job Summary

This position is open until filled; however, to ensure consideration, applications should be received by February 21, 2025, at 4:30 p.m.

King County Housing Authority (KCHA) is recruiting for a detail-oriented, motivated, and organized Administrative Specialist to join their Department of Policy, Research & Social Impact Initiatives in Tukwila, WA.

This person will work with varied and complex projects requiring in-depth knowledge of systems, programs, and services. Assignments are initiated by a small team of Senior Managers overseeing bodies of work pertaining to research and evaluation, procurement and contracting, and educational programming. Work will be performed under the supervision of the Senior Housing Program Manager.

King County Housing Authority (KCHA) is the largest provider of affordable housing in the Pacific Northwest and a nationally recognized leader in affordable housing. To learn more about KCHA and our Mission visit this link.

Essential Functions

Essential Functions

The Administrative Specialist will provide administrative support to Senior Management team in the following areas:

Administrative Support

• Assist with administrative tasks for meetings, including scheduling, room reservations, setup, speaker coordination, agenda preparation, and minute-taking.
• Prepare and maintain records for mileage, expense reimbursements, gift card, and check requests for project participants.
• Review and process contractor requests and invoices via DocuSign.
• Maintain departmental files and record retention system. Assemble and track auditable files, including compliance documentation for Rapid Re-Housing audits.
• Research and assemble information from a variety of sources for the preparation of reports. Enters and uploads data into KCHA data systems, working with Senior Managers to build reports in collaboration with IT department.
• May serve as a backup to the department’s Contract Analysts in processing the department’s contracts.

Communications

• Support project communications and outreach to stakeholders and participants. Determine priority and routing of calls and questions.
• Draft and prepare technical and program- or project-specific documents and reports:
• Compose correspondence, reports, and informational materials and assist in creating technical information handouts and presentations.
• Conduct background research using agency and community data sources.
• Serves and represents the department on special committees and task forces

Other Duties

• Complete special projects, establishing administrative procedure, developing templates or forms, reviewing contractor materials, and interacting with agency data systems.
• Maintain and update department website and SharePoint pages with guidance from Senior Managers.
• May assist with procurement and bid document preparation, bid opening and recording, preparing and maintaining bid package disbursements and Request for Proposal (RFP) evaluation packets.

Qualifications and Competencies

Required Qualifications:

• Associate's degree AND
• Moderate (2 to 3 years) experience in customer service and administrative experience OR
• An equivalent combination of experience and education that provides the necessary knowledge, skills, and abilities to perform the essential functions of this position.

Required Knowledge, Skills and Abilities:

• Build effective and collaborative working relationships with departments and contractors. Clear and effective verbal and written communication, including active listening.
• Experience with accurate record-keeping and data entry (manual and electronic).
• Exercises independent judgement in providing support for sensitive and confidential information.
• Experience with database systems, ensuring accuracy and compliance with policies and laws.
• Able to interpret and explain complex or technical rules, regulations and policies.
• Proficient in creating, updating, and managing records using MS Word, Outlook, SharePoint, Excel, and specialized databases.
• Strong organizational skills, with the ability to prioritize, track progress, and meet deadlines while ensuring accuracy.
• Ability to work effectively and positively with individuals of diverse cultural and socioeconomic backgrounds.
• Use of tact, discretion, and diplomacy when dealing with sensitive or confidential information.

Special Requirements:

• Consent to and pass required assessments.
• Consent to and pass a criminal records background check.
• Must possess a valid driver's license and own or have access to a vehicle to regularly travel between work sites or have an alternative reliable mode of transportation.

Position Information and Application Process

Application Requirements:

To be considered for this opportunity, you must:

• Complete the online application profile in its entirety.
• Upload a cover letter that addresses how your experience and education qualifies you to perform the essential functions listed in the job announcement. (Cover Letter)
• Upload a detailed résumé of all educational and professional experience. (Résumé)

Salary & Benefits:

The starting hourly range for this position is $31.69 - $38.81 annually, dependent on qualifications and professional experience. The complete salary range for this position is $31.69 - $45.94 annually. Performance-based merit increase opportunities and Cost of Living Adjustments (COLA) are reviewed annually. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance, life and long-term disability insurance plans, vacation, sick and personal leave, tuition reimbursement, and retirement benefits are also available. For more details regarding KCHA comprehensive benefits, please visit our benefits page.

Work Environment:

Incumbent(s) must be able to meet the physical requirements of the classification and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the functions performed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

After initial onboarding, this position will have the opportunity to work remotely up to 60% in accordance with the KCHA's flexible work arrangements; however, remote work conditions will be reviewed on a regular basis based on business and program need. Employees must reside in Washington State and the ability to report to the Central Office in Tukwila will be required. Local travel will be required to support KCHA business needs.

Physical Requirements:

Incumbent(s) must be able to meet the physical requirements of the classification and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the functions performed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This work requires the occasional exertion of up to 25 pounds of force; work regularly requires using hands to finger, handle or feel and repetitive motions, frequently requires speaking or hearing and occasionally requires standing, walking, sitting, climbing or balancing, stooping, kneeling, crouching or crawling and reaching with hands and arms; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work has some exposure to environmental conditions (e.g. construction sites); work is generally in a moderately noisy location (e.g. business office, light traffic).

Equal Opportunity:

King County Housing Authority is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.