Administrative Specialist III - BU (Temp)

Full Job Description

The City of Seattle Fire Department is seeking a temporary, full-time Administrative Specialist III to support our Resource Management Administrative Division.

This position reports to the Assistant Chief of Resource Management and interacts with division heads and external sources on a daily basis, dealing with highly confidential, sensitive information.

The ability to work effectively in a fast-paced environment with changing priorities is essential in this role.

This position operates out of the Seattle Fire Department Headquarters located in the Pioneer Square area. Occasionally, this position will need to work off-site at other City locations. This position is expected to last through the end of December 2026.

Requirements

• Provide daily, direct, complex administrative support to the Assistant Chief of Resource Management.
• Create memos, including drafting, editing and formatting Word documents, Excel spreadsheets, and PowerPoint presentations.
• Ensure daily staffing needs are met by compiling documentation, such as: permanent transfers, temporary transfers, administrative time off, release from duty, apparatus memos, emails, and letters utilizing established policies.
• Enter data to the Chief’s Journal and Activity Scheduler.
• Compose confidential, budgetary, and regional partner correspondence by email, letter, memoranda, and presentations.
• Produce weekly reports compiling information from multiple sources to share with the Leadership Team.
• Accesses Significant Incident Reports of Emergency Responses on SharePoint. Utilize CAD View (an on-line real time and historical database to track emergency responses, apparatus and personnel locations, and page units and individuals) to research ambiguous information on these emergency responses.

Serve as an Administrative Support Liaison (24/7 on call) to the Fire Department Resource Management Center (RMC).

Report to the RMC as requested for multiple alarm fire emergency incidents, civil disturbances, marches or protests, inclement weather activations by the Emergency Operations Center (EOC), and large-scale special events that occur throughout the city.

• Coordinate all Resource Management Executive travel and training. Track Division expenditures, manage and monitor travel/training budget, authorize expenses and reimbursements. Process all travel invoices from members to be paid by the Department.
• Manage incoming Department correspondence, enter into log, route through the Chain of Command, and track and relay responses.
• Monitor over 200 department first-line and reserve apparatus, tracking Emergency Service Orders (ESOs) and assignments.
• Perform complex calendaring utilizing Microsoft Outlook. Arrange meetings both internally and externally for multiple attendees and venues to meet required timelines. Research, assemble, and prepare materials for Executive meetings.
• Administrative management of assigned Department programs; ensure documentation is accurate, update associated websites, update forms, and assist with scheduling.
• Adhere to Fire Fighters IAFF Local 27 and/or Fire Chiefs Local 2898 contracts and Department policies.
• 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 ability to perform work of the class).

A successful candidate will also possess the following skills and abilities:

• Excellent writing, editing, and proofreading skills.
• Excellent organizational skills with the ability to handle multiple work projects simultaneously.
• Ability to self-start and work with limited supervision.
• Ability to be flexible and participate in cross-training as requested.
• Familiarity with maintaining complex tracking systems and databases.
• Excellent customer service and communication skills.
• Proficient in MS Word, MS Excel, PowerPoint and Outlook.
• Possesses knowledge of SharePoint and Adobe products.

Additional Information

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