Administrative Services Manager B, General Services Division, Seattle

State of Washington•King County, WA

32d•Onsite

About The Position

The Seattle General Services Division (GSE) is looking for a professional who thrives in a fast-paced, team-oriented environment with exceptional multi-tasking, mentoring, written and verbal communication skills. The Administrative Services Manager (ASM) supports the staff in our Seattle office by providing building facility support, preparing and maintaining building access and security cards and administrative office support. This position oversees operations for the reception and production teams, which include building mail services. Due to the nature of the work, this position is not eligible for scheduled recurring remote work. As a participating member of the division's management team, this position manages all the administrative functions of the Seattle GSE division, collaborates with other ASM's to create and implement consistent policies and procedures in coordination with the Division Chief and General Services Administrator. This position is responsible for the day-to-day supervision of the production unit and oversees the work of the Office Support Supervisor and reception unit. This position has latitude and discretion for making decisions and applying judgment guided by AGO and division policies, procedures, business rules, guidelines and regulations. As Lead Support, this position maintains accurate and timely personnel file documentation, addresses performance-related issues, providing training, coaching and counseling in a timely manner, working with HR and/or the GSE Administrator as necessary. Participate in the recruitment and hiring procedures such as reviewing candidate materials, suggesting candidates for interview, scheduling and conducting interviews, reference checks, review of personnel file, and new employee orientation for all new staff. This position is required to understand and have a working knowledge of all GSE tasks to provide backup support as necessary and to train new staff as required. The ASM oversees the scheduling and maintenance for fleet vehicles to ensure that they are operational and safe for the building staff to operate. This position will also ensure there is an AGO representative from the Seattle GSE team to participate in the Commute Trip Reduction program for the Seattle office. In coordination with the GSE Administrator, this position will develop and communicate the division's goals and objectives to staff. The ASM is required to follow the performance management processes, techniques and all aspects of the evaluation program including performance planning, interim reviews, performance evaluation are completed within the required timeframes. It is the ASM's responsibility to ensure the Office Support Supervisor is trained and competent in the process for their direct reports, ensuring compliance with the program division wide. This position is the primary facility contact for all Seattle staff and acts as liaison for facilities matters throughout the building. The incumbent is responsible for ensuring that staff building wide are following building expectations and requirements in connection with the lease, ensuring that the office is not in violation to any contractual obligations. The Seattle ASM ensures the implementation and training for all safety related building protocols for all building staff. This position manages the building's security system and is the first point of contact for any after-hours alarms.

Requirements

Bachelor's Degree; PLUS two years of related full-time administrative and/or supervisory experience.
Additional administrative or supervisory experience may substitute, year-for-year, for educational requirements.
A background check consisting of employment history, professional references and educational verification (e.g., degree, license, or official transcript) may be conducted.
Prior to any offer, the applicant selected will be required to submit to and pass a fingerprint-based criminal background check conducted by the Washington State Patrol, Criminal Records Division.
The incumbent will submit to additional background checks as a condition of employment every five (5) years thereafter.
A valid non-probationary Washington State Driver's License is required for this position.

Responsibilities

Manages all the administrative functions of the Seattle GSE division
Collaborates with other ASM's to create and implement consistent policies and procedures in coordination with the Division Chief and General Services Administrator
Responsible for the day-to-day supervision of the production unit and oversees the work of the Office Support Supervisor and reception unit
Maintains accurate and timely personnel file documentation
Addresses performance-related issues, providing training, coaching and counseling in a timely manner, working with HR and/or the GSE Administrator as necessary
Participate in the recruitment and hiring procedures such as reviewing candidate materials, suggesting candidates for interview, scheduling and conducting interviews, reference checks, review of personnel file, and new employee orientation for all new staff
Oversees the scheduling and maintenance for fleet vehicles to ensure that they are operational and safe for the building staff to operate
Ensures there is an AGO representative from the Seattle GSE team to participate in the Commute Trip Reduction program for the Seattle office
Develop and communicate the division's goals and objectives to staff
Follow the performance management processes, techniques and all aspects of the evaluation program including performance planning, interim reviews, performance evaluation are completed within the required timeframes
Ensures the Office Support Supervisor is trained and competent in the process for their direct reports, ensuring compliance with the program division wide
Primary facility contact for all Seattle staff and acts as liaison for facilities matters throughout the building
Responsible for ensuring that staff building wide are following building expectations and requirements in connection with the lease, ensuring that the office is not in violation to any contractual obligations
Ensures the implementation and training for all safety related building protocols for all building staff
Manages the building's security system and is the first point of contact for any after-hours alarms