Administrative Staff Assistant

City of Seattle•98119, WA

9d•Onsite

About The Position

Seattle Parks and Recreation’s Planning and Capital Development Division (PCD) provides long-range planning, technical design, and construction oversight for major maintenance and development projects. The Administrative Staff Assistant performs routine to moderately complex administrative, operational, and facilities-support work to help ensure the efficient daily operation of the PCD office, fleet resources, and internal service processes. The position supports supply procurement, fleet documentation, invoice routing, and recruitment activities, and communicates with departmental staff, vendors, and City service partners such as IT and Fleet Services. The work is performed under general supervision, with independent task management and timely follow-through expected. The position reports to the Division’s Strategic Advisor for Budget and Performance. The role includes office operations and reception, fleet coordination, administrative and financial processing, records management, and logistical support for division meetings and events. Work is primarily in an office environment with regular movement throughout facilities. The position may involve lifting and transporting supplies and equipment and driving City vehicles for fleet-related duties.

Requirements

At least one year of experience in administrative analysis, budget administration or preparation, office management, personnel administration, program administration, work as a staff assistant, or a closely related field.
A bachelor’s degree in business or public administration, or another closely related field, or an equivalent combination of education, training, and experience.
Ability to follow established City administrative and financial processes.
Ability to organize multiple tasks, prioritize workload, and meet deadlines.
Ability to maintain accurate records, logs, and tracking documents.
Strong communication skills for working with staff, vendors, and service partners.
Ability to perform physical tasks such as moving supplies and transporting equipment, and to drive City vehicles as assigned.
Excellent interpersonal skills and the ability to communicate positively and effectively with a professionally and culturally diverse workforce.
Submit a current resume and a cover letter describing how the applicant’s knowledge, experience, skills, and abilities prepare them for the responsibilities and qualifications.
Approved candidates must complete working tests as part of the hiring process.
Job offers are contingent on verification of credentials and other required information, including completion of a background check; a driving history review may also be conducted.

Nice To Haves

Knowledge of office operations, procurement practices, and basic facilities coordination.
Familiarity with fleet documentation, preventive maintenance scheduling, and inventory procedures.
Proficiency with office productivity software such as Outlook, Excel, Word, and SharePoint.
Experience reflecting a commitment to creating fair and equitable outcomes.

Responsibilities

Order, track, and distribute office supplies; maintain inventory levels and records.
Deliver inter-office mail and materials to workstations.
Submit IT service requests for conference room equipment, monitor their progress, and ensure issues are resolved.
Maintain documentation, logs, and posted materials in the mail room and related support areas.
Maintain the office floor plan and coordinate installation of office hardware and furnishings, including furniture and modular walls.
Provide front-desk reception by greeting and directing visitors, answering and routing calls, responding to routine inquiries, and maintaining a welcoming office environment.
Conduct weekly checks of pooled vehicle keys and related inventory records.
Assign vehicles to staff according to established procedures and availability.
Coordinate preventive maintenance and transport vehicles to and from service locations as required.
Maintain fleet documentation, logs, and compliance materials.
Process and submit receipts for departmental or program-related purchases.
Receive, log, and distribute invoices and other documents for review and approval routing.
Take meeting notes as needed, route meeting records for approval, and store them according to documentation standards.
Use PCD’s internal project management file system, project management software, and supporting software to compile data and project records.
Propose and implement streamlined internal office procedures.
Provide logistical support for quarterly all-staff meetings and other events, including room setup, materials, food, vendor, and IT arrangements.
Assist with scheduling support for division-wide functions, the division management team, and the Director.