Administrative Staff Assistant

King County•Chinook Building 401 5th Avenue Seattle, WA

5d•Onsite

About The Position

Public Health – Seattle & King County is seeking to hire a full-time, Career Service Administrative Staff Assistant to join the Best Starts for Kids team! This position will provide administrative support for the Best Starts for Kids leadership team. The Administrative Staff Assistant will report to and manage the calendaring and administrative functions of the two cross-departmental Co-Leads housed in PHSKC and DCHS. The position will play an integral role in supporting internal processes, community events, optimal administrative function, and cross-department coordination. This recruitment will be used to create an eligibility pool to fill additional Career Service, Term-Limited Temporary (TLT), or Special Duty Assignment (SDA) vacancies that may occur over the next six months.

Requirements

Understanding of and commitment to ERSJ values, principles, and strategies.
Proficiency using Microsoft 365 applications or comparable business technology, including Outlook, Word, Excel, PowerPoint, Teams, and virtual meeting platforms
Demonstrated ability to handle confidential, sensitive, or politically complex information with discretion and professionalism.
Ability to work effectively independently and as a team member to coordinate the accomplishment of specific tasks and milestones.
Demonstrated ability to independently organize and prioritize multiple assignments, meet deadlines, adapt to changing priorities, and exercise sound judgment with limited supervision.
Strong written communication skills, with experience drafting, editing, proofreading, and preparing professional correspondence, presentations, reports, summaries, and other material.
Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
Public Health relies on office automation (Microsoft Office) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.
Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing their mandatory trainings on time and obtaining required immunizations.
Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.

Nice To Haves

Demonstrated experience in leading and/or facilitating relevant meetings and/or events
Familiarity working with Community-Based Organizations.
Experience working with community-facing initiatives, public meetings, boards, commissions, or programs serving children, youth, families, or communities.
Experience providing executive or administrative support within a large, complex public-sector, health and human services, or similarly structured organization.
Knowledge of County, departmental, and initiative correspondence standards.
Experience developing, maintaining, or administering tracking systems, workflows, tools, or processes used to monitor projects, assignments, deadlines, or organizational activities
Demonstrated experience coordinating projects or initiatives involving multiple stakeholders, including facilitating discussions, tracking deliverables, coordinating resources, and monitoring progress.

Responsibilities

Manage and prioritize calendars for cross-departmental Best Starts for Kids Initiative Co-Leads, schedule meetings, and align engagements with leadership priorities.
Ensure Co-Leads are well-prepared by providing advance briefings, tracking action items, and allocating time for strategic preparation.
Review and triage incoming communications, prioritize time-sensitive matters, and draft responses or flag items requiring leadership attention.
Coordinate and provide end-to-end logistical support planning, preparing for, taking minutes at, and following up after meetings and/or events, including internal, external, and public meetings.
Prepare presentations, coordinate space and materials, and support overall execution.
Lead and facilitate relevant meetings for Best Starts staff, including in-person and virtual Tier Board meetings, office hours, all staff meetings, and staff trainings and events.
Compose, draft, summarize, prepare, proofread and/or edit written communications on behalf of initiative leadership, including emails and formal letters, and sign correspondence when authorized.
Gather, analyze, and synthesize administrative and operational information independently or as assigned to support data-driven decision-making.
Brief Best Starts leadership on summary reports of analyses and recommendations.
Monitor updates to County processes, policies, and departmental guidance, and ensure timely communication and alignment within the team.
Provide information to Best Starts for Kids leadership team and staff on administrative policies and procedures, including but not limited to collective bargaining agreements.
Develop, implement, and maintain monitoring and tracking systems to support Best Starts for Kids’ work processes; administer and monitor these systems.
Coordinate and support strategic projects and initiatives within Best Starts, including facilitating discussions, designing and implementing tools, coordinating staff and resources, and project managing progress.
Assist in the identification and analysis of financial information, including identifying revenues, expenditures and discrepancies.
Complete financial purchases for Best Starts leadership; process expense reports in compliance with County policies.
Represent Best Starts for Kids and/or Health Sciences on committees or task forces, supporting alignment, collaboration, and effective information sharing.
Assist with coordination of cross-departmental administrative processes and workflow systems.
Perform other duties as assigned.