Administrative Specialist 3 - BU

Full Job Description

The Seattle Fire Department Fire Prevention Division (FPD) is seeking an Administrative Specialist 3 to provide program support to our enforcement programs, with a focus on citations including nuisance alarms and dangerous buildings.

The Fire Prevention Division is also referred to as the Fire Marshals Office.

FPD works with businesses and the community to provide the standards of fire and life safety expected by those who live, visit, work, and recreate in Seattle.

The Administrative Specialist 3 is part of a team of professional staff who support SFD’s existing building compliance lines of business. This position will work closely with other professional staff as well as uniformed Firefighter/Inspectors and Officers.

The successful candidate will be passionate about providing outstanding customer service and producing accurate data and reports.

You will perform independently with minimal supervision, be a collaborative team player, and enjoy working with many levels of the organization to support the mission and goals of the Fire Prevention Division.

The successful candidate will bring transferable analytical and administrative support skills – previous experience with fire code compliance is a plus but not required.

This position will operate out of the Fire Marshal's Office located in the Pioneer Square area.

Requirements

• Perform administrative support functions related to SFD’s citation program and dangerous building program. Includes preparation, processing and transmittal, updating databases and logs, assembly of detailed case files, records retention, and customer service.
• Serve as liaison with Hearing Examiners Office staff and City Attorneys.
• Manage the SFD Invest in Lieu of citation program that allows defendants to invest in fixing their alarm systems in lieu of paying penalties to the City. Obtain decisions on dismissals from the Fire Marshal and implement.
• Utilize several databases and Excel spreadsheets to create and maintain accurate records. Includes research into compliance status of previous citations and enforcement campaigns and making associated updates in logs and databases including closing out inspection records.
• Monitor shared inboxes and provide high-quality customer service by email and over the phone. Serve as a key point of contact for building owners and business representatives requiring assistance with SFD enforcement.
• Interpret and apply specific policies and procedures to make reliable decisions and resolve questions from the public. Requires independent judgment in determining facts and applying correct guidelines and regulations. Questions of a highly complex or sensitive nature are discussed with supervisor.
• Perform updates to process documentation, process maps, and training materials. Train and support inspectors on hearing procedures and proper usage of forms and technology tools.
• Implement ongoing updates to FPD forms to ensure consistency with latest fire codes, NFPA standards, and other reference documents while maintaining proper formatting.
• Participate in providing oversight to the Department’s dangerous building contractor(s) by carefully tracking deliverables and schedules, answering questions, facilitating permit or questions with other City departments, and assembling complete records for Return of Warrants.
• Support SFD’s utilization of the First Due application. Troubleshoot users who experience challenges using the platform.
• Prepare bulk mailings using MS Word’s mail merge functionality, as well as printing letters and inserting them in envelopes.
• Other duties as assigned.

Qualifications

Requires three years of clerical support experience (or a combination of education, training and/or experience which provides evidence of the equivalent).

Additionally, a successful applicant will possess the following skills, experience and abilities:

• Good judgment and discretion regarding sensitive information.
• Excellent attention to detail; ability to review your own work for quality, completeness, and adherence to procedures.
• Experience using databases to accurately enter and maintain records and to run reports or retrieve information.
• Experience using Microsoft Office Suite (or similar software) including Excel to record, extract and/or analyze data, and Word to create publication-ready, professionally formatted documents with minimal assistance from your supervisor.
• Ability to work effectively in a diverse environment; on a team; and independently.
• Demonstrated commitment to quality customer service.
• Ability to multi-task.
• Strong verbal and written communication skills.
• Capable of and committed to quickly learning Fire Department-specific policies and lines of business, in addition to the transferable skills you are bringing.
• Ability to learn/use Adobe software for producing written materials.

Ability to maintain regular and reliable attendance and to perform essential work onsite on a schedule that aligns closely with Fire Prevention Division regular business hours (8am-4:30pm).

A hybrid work schedule including work from a remote location up to two days a week, as well as a 9/80 compressed schedule, may be possible for this position.

• Ability to file papers and folders and work at a computer keyboard intensively throughout the day to update logs, forms, and databases.

Additional Information

Initial selection steps for this position will include: 1. an oral interview (50%), 2. skills test including Excel and Word (40%), 3. evaluation of presented written materials: application, resume, and cover letter (10%).

The full salary range for this position is $38.21 - $44.51 per hour.

The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents.

More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members

The Seattle Fire Department is looking to create a diverse team of hardworking, committed individuals with a passion for public service and who are deeply aligned with our City's values of Race and Social Justice.

The City of Seattle is an Equal Opportunity Employer.

Applicants are considered for positions without regard to race, color, religion, creed, sex, sexual orientation, national origin, ancestry, age, disability, marital status, veteran status, gender identity, political ideology, or any other basis prohibited by federal, state, and local laws.