Administrator II

King County's Department of Community and Human Services (DCHS) provides equitable opportunities for people to be healthy, happy, and connected to community.

DCHS has two opportunities for an Administrator II. One is a Career Service position and the second is a Special Duty Assignment (SDA) or Term Limited Temporary (TLT) 18 month position with the possibility of extension based on organization needs.

DCHS is seeking two energetic and hardworking individuals to join our team in an exciting Career Service and SDA/TLT position. The Administrator II position is responsible for supervising and leading the administrative staff team. This position ensures smooth operations and provides high-quality administrative support to the Department. The most competitive candidates will have substantial experience in office administration, both internal/external customer service, and prior experience providing direction and delegating work assignments.

SCOPE OF JOB DUTIES – To be considered minimally qualified, applicants must demonstrate a background that provides the knowledge, skill, and ability to: 

Lead and Supervise:

• Supervise and direct the work of an administrative staff team, including but not limited to assigning work, monitoring quantity and quality of work, ensuring deadlines are met, training, arranging for (or providing) backup coverage when staff are absent, hiring, and performance management. 
• Work closely with the Administrator III to represent the work unit at internal and external meetings and committees, and to ensure special project coverage. 
• Represent the department’s administrative team in multiple settings, including DCHS Leadership Team and Internal Systems Team. 
• Present information to a wide array of audiences.
• The SDA/TLT role will additionally provide backup coverage/scheduling support for department and division directors when work volume is high or when other administrative staff are absent and will work closely with the Department’s Executive Assistant II to represent the administrative team and the work at internal and external meetings and committees.

 

Project Management and Process Improvement:

• Initiate, develop and update department policies, procedures and processes. 
• Identify areas across the department for process improvement, efficiency, and/or streamlining and implement changes: 

• Seek input/feedback from involved staff; and 
• Ensure strong change management, communications, and implementation plans. 

• Ability to initiate and manage multiple projects and logistics with facilities management and others.
• Participate in strategic planning efforts and help develop and/or revise policies and procedures and standard work documentation for assigned work unit. 
• The SDA/TLT role will additionally provide leadership and direction around physical office space needs and guidance as the department increases in-office presence.

 

Administrative Tasks:

• Draft, proofread and finalize various documents, including letters, memos, and reports, ensuring they conform to Department style guidelines and established procedures, ensuring correct grammar, spelling, and punctuation. 
• Manage and update the department’s website, SharePoint site, organizational charts, and Teams channels (as necessary), including managing staff permissions associated with onboarding and offboarding. Hold a lead role and serve as a subject matter expert with Modern Workplace. 
• Serve as a Purchase Card holder and purchasing policy/best practices expert. Place orders, process, and reconcile transactions in Oracle while remaining in compliance with King County policy and procedures. Provide training and advise cardholders and/or leadership on purchasing policy and best practices. 
• Serve as a Department Records Coordinator. Provide hard copy and electronic file management, and guidance to others, following the records retention schedule and King County records/archiving procedures. Communicate around best practices and offer areas for improvement.
• Provide technical expertise and help troubleshoot technical issues with computers, software access, printers, phones (desk and mobile), virtual meeting technology and copiers.
• Perform other related duties as assigned.

• Three or more years of experience supervising or leading a team, ensuring smooth operations, providing direction regarding work assignments, delegating work, ensuring high quality work product and problem solving. 
• At least five years of administrative support experience. 
• Experience with LEAN or process improvement, ensuring change management is embedded and implementing changes as a result. 
• Experience using Site Core, or an alternative content management system for website management. 
• Intermediate proficiency in using Microsoft Office Suite, including intermediate proficiency using Outlook, SharePoint, Teams, Visio, and OneDrive. 
• Strong customer service skills in all forms of communication; the ability to work positively within a team environment, maintaining professionalism, patience, and etiquette in all encounters. 
• Proven ability to multi-task and remain organized in a fast-paced environment with deadlines and changing priorities; the ability to identify and prioritize time sensitive matters and respond with a sense of urgency, as needed. 
• Ability to understand and manage records and files according to established protocols. 
• Ability to maintain a high level of security and confidentiality and handle all matters in a highly ethical manner. 
• An understanding of equity, racial and social justice (ERSJ) principles and practices, and commitment to apply ERSJ learnings to improve program work and contribute to an inclusive workplace culture.

Desired Qualifications:

Demonstrated experience providing administrative support to an executive level leader.

ADDITIONAL POSITION INFORMATION:

• 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.
• The work associated with this position will be performed or conducted through a combination of teleworking and onsite work and meetings. Employees will have access to shared workspaces at various King County facilities. Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.
• 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.
• Classification: Administrator II

 

WHO MAY APPLY: This position is open to all qualified candidates that meet the minimum qualifications. Interviews for this selection process will take place on or around February 24, 2024. 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. If you have any questions, please contact Phitsamai Xaxouthep, phxaxouthep@kingcounty.gov. 

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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.

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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.

Salary : $43 - $55