Administrative Specialist II - BU

City of Seattle•Seattle, WA

13h•Onsite

About The Position

Seattle City Light, a department of the City of Seattle, is one of the nation’s largest municipally owned utilities. The Transmission & Distribution division is looking for an Administrative Specialist II to join their team. This position will support multiple teams working from Seattle City Light’s North and South Service Centers. The work includes supporting on-site management and personnel with administrative support, travel arrangements, and special projects. The work of this class requires advanced knowledge of general office practices and procedures and requires comprehensive knowledge of departmental or program policy/procedures. Assignments are completed independently with minimal guidance and some work assignments require handling complicated tasks where the cost of correcting errors would be substantial in either time or money. The work requires solving special problems and making reliable decisions. Only sensitive issues and problems are referred to management or supervisor. This position requires direct reporting to either service center location. This position will report to the Administrative Support Supervisor and will work onsite 5 days a week.

Requirements

Requires two years of clerical support experience (or a combination of education, training and/or experience which provides evidence of the ability to perform work of the class).

Nice To Haves

Excellent oral and written communication skills.
Self-starter, ability to work independently and exercise good judgment.
Ability to work as a team member in a diverse work force.
Good organization skills demonstrated ability to multi-task and adjust priorities on short notice.
Experience working with confidential information.
Demonstrated experience working in a deadline driven environment.
Ability to identify process improvements.
Experience working with field crews or a utility with a large population of analytical-minded staff and/or engineers is highly desired.
Comfort with changing technology with a high degree of adaptability
Advanced experience with data entry, document creation/editing, and report creation utilizing WAMS (Work Asset Management Systems), Tableau, Adobe Sign, Microsoft Office Suite (Word, Excel, Teams, Outlook, VISIO, OneNote, etc.), along with other data bases.
Experience with setting up audio/visual equipment and experience with Microsoft Teams and Webex.

Responsibilities

General admin support for onsite field operations (clerical, reporting, invoicing, scheduling, ordering, note-taking/dissemination, process oversight/review (documentation), travel planning and processing, reconciling purchases, reviewing and processing purchase orders, etc).
Ongoing data entry, spreadsheet maintenance and reporting relative to field operations.
Tracks, prepares and distributes and records of official meetings and proceedings.
Reviews and evaluates required program or department documents for completeness.
Tracks assignments delegate to division staff and monitors progress.
Tracks and monitors external claims from file acceptance to completion.
Review and prepare monthly organizational charts for multiple groups within the division using Visio.
Takes, prepares, and distributes minutes and records of official meetings and proceedings.
Proposes and establishes office procedures and implements, subject to approval by supervisor.
Assists in developing/monitoring budgets and contracts for units.
Responsible for ordering office supplies and maintaining office equipment such as printers, scanners, plotters, etc.
May be asked to assist during emergency outages and events with general administrative support.
Perform the duties of the lower level.
Performs other related duties as required.