Administrative Specialist I - BU

Full Job Description

The Seattle Fire Department is seeking a regular, full-time Administrative Specialist I to provide a full range of administrative support in the Fire Prevention Division (FPD).

Our mission is to promote fire and life safety for everyone who works, visits, and lives in Seattle. We work closely with the public as well as other divisions of the Seattle Fire Department.

As the first point of contact for our Division, excellent customer service skills are a priority for the successful candidate, as well as strong proficiency with Microsoft Word, Outlook, and Excel.

You will provide customer care, track code compliance inquiries including routing and close-out, perform a daily reconciliation for all cash and checks received for fire prevention services, and perform a variety of administrative tasks, including general reception tasks in this fast-paced environment.

This position will work an in-office, Monday-Friday, 8:00 AM – 4:30 PM schedule. Due to the receptionist duties, remote work is not available.

Requirements

• Reception – connect customers who call or email FPD’s front desk to the FPD employees or other SFD divisions who can help them.
• Greet and check in all visitors to the division while following FPD visitor policies.
• Provide internal and external customers with complete and accurate information in response to diverse and broad requests for Department policies, procedures, and services. Requests are received via telephone, email, and from walk-in customers.
• Process all incoming and outgoing Battalion and USPS mail.
• Maintain an accurate daily log of incoming checks while following FPD cash handling policies.
• Receive, log and process fire code complaints and childcare inspections reported by the public and maintain records for statistical reporting.
• Order supplies from multiple vendors, track, and restock as needed for the division, to ensure division employees have the tools they need for their jobs
• Perform mail merges and bulk mailings.
• Format documents and forms using MS Word or Adobe.

• Perform special projects and other related administrative duties as assigned.

Qualifications

Requires one year of office support/clerical experience or a combination of education, training, and/or experience that provides evidence of ability to perform all aspects of the Administrative Specialist I classification.

This position handles cash and checks and new hires will be required to pass a background check. Additional skills and experience successful candidates will possess:

• Experience answering multiple incoming phone lines, preferably as a receptionist or in a call center.
• Commitment to excellent customer service.
• Minimum one-year experience and proficiency in Microsoft Word, Excel, and Outlook.
• Strong written and oral communication skills with the ability to deal tactfully and clearly with coworkers and external customers.
• Ability to effectively work in a diverse environment.
• Ability to exercise good judgment and decision-making.
• Ability to work independently and as part of a team.
• Ability to maintain regular and reliable attendance and perform essential work onsite on a schedule that aligns with Fire Prevention Division regular business hours (8:00 AM – 4:30 PM).
• Self-starter with high standards for accuracy, quality of work, and quality of customer service.
• Ability to perform assigned tasks with frequent interruptions.
• Desire to help contribute to the wide array of administrative tasks from supplies to facilities that help our division remain a great place to work.
• Desire to be part of the Seattle Fire Department, supporting the mission of the Fire Prevention Division.
• Ability to lift 30 lbs.

Additional Information

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

The full salary range for this position is $34.32 - $38.25 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.