Administrative Specialist II

Full Job Description

The Administrative Specialist II will be responsible for a wide variety of administrative and clerical duties focused on supporting the needs of DAJD Human Resources, while delivering exceptional customer service and support to employees, candidates for employment, and customers.

ABOUT THE DEPARTMENT: The Department of Adult & Juvenile Detention is striving to provide in custody and community-based services that are data informed, advance safety, lead system change and promote equitable outcomes for the people we serve.

The Department of Adult & Juvenile Detention is a professional and nationally recognized organization that supports safe, vibrant, and healthy communities in partnership with other criminal justice and human service agencies.

Requirements

The job description is an overview and is intended to describe the general nature and level of work being performed. It is not to be an exhaustive list of all the functions and tasks required of an Administrative Specialist II.

• Provide specialized and/or technical program-specific information to current and prospective employees, and the general public, that requires limited interpretation of established policies, procedures, and other relevant sources to internal and/or external customers over the telephone, in writing and/or in person.
• Establish, maintain, track and/or retrieve information and compile data that may require information searches through files, contracts, records, or computer files, including spreadsheets and/or customized database applications.
• Assist with paperwork and processes for new hires, stakeholder backgrounds, and the creation of jail identification.
• Assist recruitment team to schedule interviews and collaborate with operations to streamline officer interview processes; facilitate scheduling of various steps within DAJD’s background process.
• Process mail by attaching related correspondence or information before forwarding, responding to mail when appropriate, respond to mail that can be handled personally, identify priority and/or time-sensitive matters and maintain security and confidentiality.
• Support leave management operations including monitoring incoming paperwork, responding to requests for information, and sending correct forms to employees based on their needs.
• Interview internal and/or external customers to establish program-specific documentation and/or identify services needed.
• Perform data entry and maintain HR databases; conduct standard reporting.
• Maintain, inventory, order, collect and distribute supplies and/or equipment to employees.
• Compose, draft, type and/or word process, proofread and edit documents, and/or correspondence to ensure the use of proper grammar and established procedures.
• May modify and update desk process and procedures that relate to assigned work.
• May attend and take minutes at meetings.
• May schedule meetings and maintain calendars for supervisor and/or organizational unit/program.
• Perform other duties as assigned.

Qualifications

• Two (2) years full-time office work experience which includes one (1) year of experience working with complex processes in high quantity/high volume customer service and complex administrative functions and one (1) year of records maintenance experience.
• High School Diploma or GED.
• Must be proficient in the use of general office equipment, including sufficient knowledge to scan, copy, and fax.
• Strong verbal and written communication skills.
• Ability to work in a fast-paced environment and multi-task as needed.
• Experience responding to urgent requests, as well as responding to confidential requests and in effectively managing both those requests and responses.
• Intermediate to advanced skill level in Adobe and Microsoft Office Suite, including Word and Excel.

DESIREABLE QUALIFICATIONS INCLUDE:

• Experience providing administrative support in a human resource setting in a unionized environment.
• Experience supporting leave management operations.
• Experience using PeopleSoft.

Additional Information

HOW TO APPLY: Please submit your current resume and a cover letter detailing your experience and qualifications.

Completion of the full King County application and the supplemental questionnaire is required. Resumes or letter of interest alone WILL NOT substitute for a full application.

If you are interested in pursuing this position, please follow the application instructions carefully.

If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process, or if you have questions, please contact the recruiter listed on this job announcement.

Online applications are preferred. To apply, go to: http://www.kingcounty.gov/jobs for assistance with the online application process, please contact NEOGOV (Governmentjobs.com) Customer Support toll free at: 1-877-204-4442.

WORK LOCATION/SCHEDULE: This position will work a 40-hour work week and is overtime eligible. Standard work hours are Monday through Friday, 8:00 am – 4:30 pm. Schedules are subject to the staffing needs of the department and bargaining unit bidding processes as applicable.

The DAJD Administrative Services team works in a hybrid model, with days in the office as well as telecommuting.

The ratio of remote to onsite work will be dependent on business needs and is subject to change.

The primary onsite location is the King County Courthouse at 516 3rd Avenue, E245, Seattle, WA 98104, though travel to other DAJD facilities within King County may also be necessary.

Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.

King County has a robust collection of tools and resources to support working remotely.

The individual selected for this opportunity will join an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment.

Employees will be provided with a County-issued laptop and must maintain a home workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours.

UNION MEMBERSHIP: This position is represented by the PSEU : Public Safety Employees Union -- Non-Commissioned - Department of Adult and Juvenile Detention.

WHO MAY APPLY: This position is open to all qualified candidates. Internal consideration may be given to current DAJD and King County employees. Applicants requesting Veteran's Preference must provide a copy of their DD- 214, a scanned copy (pdf format) will suffice for this purpose.

SELECTION PROCESS: Initial screening will be based upon a review of application materials. The employment history detailed in your application materials must validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process. Candidates determined to be most competitive based upon the initial application review will proceed to the next phase of the selection process. The selection process may include a written exercise and/or a computer-based skills testing to demonstrate writing skills and computer proficiency.

SPECIAL REQUIREMENTS: The person selected for this position may be required to complete a thorough background investigation process, including fingerprinting, criminal history check, and reference checks.

DEPARTMENT CONTACT: Questions regarding this announcement or position may be directed to Jaclyn Smith, Sr. HR Analyst, at 206-263-3379 or jacsmith@kingcounty.gov

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Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.

Guided by our "True North", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce.

To reach this goal we are committed to workforce equity.

Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles - we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards.

We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.

King County is an Equal Employment Opportunity (EEO) Employer

No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class.

Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.