Currently accepting applications for:
Administrative
Specialist
TUKWILA, WA
SALARY: $21.96 - $28.55 Hourly
OPENING DATE: 7/09/15
CLOSING DATE: 7/23/15 4:30 PM
PLEASE NOTE: TO BE CONSIDERED YOU MUST COMPLETE THE APPLICATION AS INSTRUCTED BELOW.
JOB SUMMARY:
King County Housing Authority, an independent municipal organization, is a high performing nationally recognized leader in affordable housing.
We are currently recruiting for a seasoned and talented Administrative Specialist to support and assist a key executive leader; the Senior Director of Housing Management. This position is located at the central campus in Tukwila, WA.
The Administrative Specialist will play a critical role in supporting the operations of the Housing Management Division. The ability to maximize the use of available technology while balancing complex projects and completing daily tasks, as well as experience working with highly sensitive and confidential information will be very important. Other keys to success in this role will include political savvy and exceptional communication skills.
The ideal candidate for this role will enjoy interacting with frontline staff, leadership, and many other stakeholders. They will enjoy the challenge of having multiple deadlines approaching and knowing that their work is making a difference. They are proficient in the use of systems and tools to maintain organization. They are detail oriented and exceptional time managers, they know how to influence others and place a high value on customer service. If you have experience supporting a fast paced executive and you have a passion for the clients we serve, you may find that this is just the opportunity you have been looking for.
ESSENTIAL FUNCTIONS:
This section serves to illustrate the more typical aspects of the work indicative of the classification. The primary functions of the classification are not to be considered a detailed description of every duty of each position allocated to the classification. The responsibilities and essential duties typically performed by positions allocated to this classification on a frequent and recurring basis include:
1. Provides support to the Senior Director of Housing Management requiring strong administrative support skills; determines matters that require managerial attention; determines priority and proper referral of calls, issues and notices; coordinates calendars for meetings with the executive, consultants and other staff; prepares mileage reimbursement forms, travel reimbursement reports, expense reimbursements forms and check requests; communicates with other departments to resolve issues. May independently respond to correspondence and inquiries as directed by supervisor.
2. Drafts and prepares technical and specific program documents, forms, and reports, and documents; prepares policy and procedure reports; assembles contracts; creates and manages databases for client and contractors. Assembles and publishes formal bids and monitors compliance with policies and procedures; maintains purchasing, accounts payable, and inventory record systems. May code departmental bills and process for management approval.
3. Manages office workflow; processes and tracks employee training, codes time to correct funding sources; assembles and establishes auditable files; performs departmental purchasing, accounts payable and inventory; maintains personnel and confidential files; processes change of status forms; compiles data on time including leave and overtime; maintains departmental payroll records and updates departmental data for budgetary purposes; assists in budget preparation and monitoring and preparing budget reports.
4. Maintains department record retention system in accordance with internal policy and procedure.
5. Composes correspondence, reports and informational materials from drafts, notes or brief instructions; assists in designing and producing technical information handouts; types, formats, edits, revises, proofreads and checks reports, correspondence, memoranda, transmittal sheets, agreements, contracts, legal documents, technical charts and tables and other specialized and technical materials; reviews outgoing departmental materials for accuracy and completeness and for compliance with policies and regulations; enters and retrieves data and compiles reports using applicable software systems.
6. Maintains records of legal proceedings for the department including tracking legal matters and costs associated; maintains related logs of decisions and documents.
7. Assists in the compilation of statistical data, annual plans and reports; creates custom reports; determines need for information and uses software to produce desired results; researches data sources; reviews records and determines submission needs.
8. Researches and assembles information from a variety of sources for the completion of specialized forms and preparation of reports. May setup, track, and maintain term contract and task order logs, individual project files, master files, and department files.
9. Receives and screens visitors and telephone calls, providing general and specialized information regarding assigned function that may require the use of judgment, tact and sensitivity and the interpretation of policies, rules and procedures.
10. Prepares agendas and/or agenda items for Authority meetings; assists in a variety of administrative activities in support of Authority meetings, including legal notices and posting, preparation of agenda packages and the preparation of Authority meeting minutes.
11. Serves on special committees and task forces; represents department on various committees; completes special projects as assigned which may include establishing administrative procedures, developing templates or forms. May maintain website pages for the department and issues passwords as appropriate.
12. Leads the work of office and administrative staff by training others on process, method and procedures; provide input to performance appraisals; participate in the development and implementation of section policies and procedures; train and present to others details on policies and procedures, laws and regulations.
13. Assists with procurement and bid document preparation, bid opening and recording; prepare and maintain bid package disbursements, plan holders list, and professional services RFQ’s evaluation packets.
QUALIFICATIONS AND COMPETENCIES:
The qualifications and competencies required to perform the duties and responsibilities of this classification are:
Knowledge of:
Office administration practices and procedures;
Principles and practices of sound business communication;
Correct English usage, including spelling, grammar and punctuation;
KCHA's organization, rules, policies and procedures applicable to assigned function;
KCHA's personnel rules and regulations;
Record keeping, filing and purchasing practices and procedures;
Administrative support procedures relating to the mission of the assigned department; payroll and annual leave processing techniques.
The ability to:
Independently maintain responsibility for a variety of routine to complex administrative activities; compose and prepare correspondence;
Operate standard business software;
Type accurately at a speed necessary to meet the requirements of the position;
Organize, set priorities and exercise sound independent judgment within areas of responsibility;
Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies; organize and maintain office and specialized files;
Understand and apply guidelines to varied operational requirements;
Communicate effectively, both orally and in writing; explain policies and procedures accurately, properly compose a variety of memoranda or letters;
Compile and analyze fiscal, statistical, and other information and data;
Work independently to plan, organize and follow through on tasks;
Use tact, discretion and diplomacy in dealing with sensitive or confidential issues;
Establish and maintain effective working relationships with contractors, applicants, staff and others encountered in the course of work.
A typical way to obtain the qualifications and competencies required for this position include:
Associate’s degree and one to three years relevant work experience o Or an equivalent combination of education and experience.
WORK ENVIRONMENT:
Incumbent(s) must be able to meet the physical requirements of the classification and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the functions performed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed primarily in an office environment. Incumbents frequently use standard office equipment including personal computers, telephone and related equipment. May drive a vehicle on Authority business.
APPLICATIONS MAY BE FILED ONLINE AT:
http://www.kcha.org 600 Andover Park West
Tukwila, WA 98188
206-574-1100
206-574-1265
Administrative
Specialist
TUKWILA, WA
SALARY: $21.96 - $28.55 Hourly
OPENING DATE: 7/09/15
CLOSING DATE: 7/23/15 4:30 PM
PLEASE NOTE: TO BE CONSIDERED YOU MUST COMPLETE THE APPLICATION AS INSTRUCTED BELOW.
JOB SUMMARY:
King County Housing Authority, an independent municipal organization, is a high performing nationally recognized leader in affordable housing.
We are currently recruiting for a seasoned and talented Administrative Specialist to support and assist a key executive leader; the Senior Director of Housing Management. This position is located at the central campus in Tukwila, WA.
The Administrative Specialist will play a critical role in supporting the operations of the Housing Management Division. The ability to maximize the use of available technology while balancing complex projects and completing daily tasks, as well as experience working with highly sensitive and confidential information will be very important. Other keys to success in this role will include political savvy and exceptional communication skills.
The ideal candidate for this role will enjoy interacting with frontline staff, leadership, and many other stakeholders. They will enjoy the challenge of having multiple deadlines approaching and knowing that their work is making a difference. They are proficient in the use of systems and tools to maintain organization. They are detail oriented and exceptional time managers, they know how to influence others and place a high value on customer service. If you have experience supporting a fast paced executive and you have a passion for the clients we serve, you may find that this is just the opportunity you have been looking for.
ESSENTIAL FUNCTIONS:
This section serves to illustrate the more typical aspects of the work indicative of the classification. The primary functions of the classification are not to be considered a detailed description of every duty of each position allocated to the classification. The responsibilities and essential duties typically performed by positions allocated to this classification on a frequent and recurring basis include:
1. Provides support to the Senior Director of Housing Management requiring strong administrative support skills; determines matters that require managerial attention; determines priority and proper referral of calls, issues and notices; coordinates calendars for meetings with the executive, consultants and other staff; prepares mileage reimbursement forms, travel reimbursement reports, expense reimbursements forms and check requests; communicates with other departments to resolve issues. May independently respond to correspondence and inquiries as directed by supervisor.
2. Drafts and prepares technical and specific program documents, forms, and reports, and documents; prepares policy and procedure reports; assembles contracts; creates and manages databases for client and contractors. Assembles and publishes formal bids and monitors compliance with policies and procedures; maintains purchasing, accounts payable, and inventory record systems. May code departmental bills and process for management approval.
3. Manages office workflow; processes and tracks employee training, codes time to correct funding sources; assembles and establishes auditable files; performs departmental purchasing, accounts payable and inventory; maintains personnel and confidential files; processes change of status forms; compiles data on time including leave and overtime; maintains departmental payroll records and updates departmental data for budgetary purposes; assists in budget preparation and monitoring and preparing budget reports.
4. Maintains department record retention system in accordance with internal policy and procedure.
5. Composes correspondence, reports and informational materials from drafts, notes or brief instructions; assists in designing and producing technical information handouts; types, formats, edits, revises, proofreads and checks reports, correspondence, memoranda, transmittal sheets, agreements, contracts, legal documents, technical charts and tables and other specialized and technical materials; reviews outgoing departmental materials for accuracy and completeness and for compliance with policies and regulations; enters and retrieves data and compiles reports using applicable software systems.
6. Maintains records of legal proceedings for the department including tracking legal matters and costs associated; maintains related logs of decisions and documents.
7. Assists in the compilation of statistical data, annual plans and reports; creates custom reports; determines need for information and uses software to produce desired results; researches data sources; reviews records and determines submission needs.
8. Researches and assembles information from a variety of sources for the completion of specialized forms and preparation of reports. May setup, track, and maintain term contract and task order logs, individual project files, master files, and department files.
9. Receives and screens visitors and telephone calls, providing general and specialized information regarding assigned function that may require the use of judgment, tact and sensitivity and the interpretation of policies, rules and procedures.
10. Prepares agendas and/or agenda items for Authority meetings; assists in a variety of administrative activities in support of Authority meetings, including legal notices and posting, preparation of agenda packages and the preparation of Authority meeting minutes.
11. Serves on special committees and task forces; represents department on various committees; completes special projects as assigned which may include establishing administrative procedures, developing templates or forms. May maintain website pages for the department and issues passwords as appropriate.
12. Leads the work of office and administrative staff by training others on process, method and procedures; provide input to performance appraisals; participate in the development and implementation of section policies and procedures; train and present to others details on policies and procedures, laws and regulations.
13. Assists with procurement and bid document preparation, bid opening and recording; prepare and maintain bid package disbursements, plan holders list, and professional services RFQ’s evaluation packets.
QUALIFICATIONS AND COMPETENCIES:
The qualifications and competencies required to perform the duties and responsibilities of this classification are:
Knowledge of:
Office administration practices and procedures;
Principles and practices of sound business communication;
Correct English usage, including spelling, grammar and punctuation;
KCHA's organization, rules, policies and procedures applicable to assigned function;
KCHA's personnel rules and regulations;
Record keeping, filing and purchasing practices and procedures;
Administrative support procedures relating to the mission of the assigned department; payroll and annual leave processing techniques.
The ability to:
Independently maintain responsibility for a variety of routine to complex administrative activities; compose and prepare correspondence;
Operate standard business software;
Type accurately at a speed necessary to meet the requirements of the position;
Organize, set priorities and exercise sound independent judgment within areas of responsibility;
Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies; organize and maintain office and specialized files;
Understand and apply guidelines to varied operational requirements;
Communicate effectively, both orally and in writing; explain policies and procedures accurately, properly compose a variety of memoranda or letters;
Compile and analyze fiscal, statistical, and other information and data;
Work independently to plan, organize and follow through on tasks;
Use tact, discretion and diplomacy in dealing with sensitive or confidential issues;
Establish and maintain effective working relationships with contractors, applicants, staff and others encountered in the course of work.
A typical way to obtain the qualifications and competencies required for this position include:
Associate’s degree and one to three years relevant work experience o Or an equivalent combination of education and experience.
WORK ENVIRONMENT:
Incumbent(s) must be able to meet the physical requirements of the classification and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the functions performed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed primarily in an office environment. Incumbents frequently use standard office equipment including personal computers, telephone and related equipment. May drive a vehicle on Authority business.
APPLICATIONS MAY BE FILED ONLINE AT:
http://www.kcha.org 600 Andover Park West
Tukwila, WA 98188
206-574-1100
206-574-1265
