Administrative Staff Analyst

Full Job Description

Join us in shaping Seattle’s streets!

At the Seattle Department of Transportation (SDOT), we don’t just move people—we connect communities, build safer streets, and create a more sustainable city.

With a bold vision for the future, we’re tackling big challenges: making travel safer, cutting carbon emissions, and ensuring reliable, affordable transportation for everyone—no matter who they are or where they live.

Seattle is growing fast, and we’re growing with it. Thanks to a historic voter-approved $1.55 billion investment in transportation in 2024, we’re building sidewalks, fixing bridges, and improving transit connections to keep our city moving.

We’re a team of problem solvers, planners, engineers, communicators, and field crews—bringing purpose-driven work to life. Now, we need passionate, innovative talent like you. Let’s build a Seattle that works for everyone—together!

Position Overview:

We’re seeking a talented and detail-oriented Administrative Staff Analyst to support our Roadway Structures Division.

The Administrative Staff Analyst provides advanced administrative, financial, and operational support to the Roadway Structures Division of the Seattle Department of Transportation (SDOT) and supervises an Administrative Specialist II.

This role primarily supports the Maintenance teams through procurement coordination, personnel and hiring support, budgeting, and management of divisional administrative processes.

Staff in this classification are cross-trained to perform the full range of duties within the Roadway Structures Division, including oversight of administrative workflows in a matrix-managed environment.

The position ensures accurate and timely administrative support, maintains critical division-wide processes, and supports consistent service delivery across work groups.

Requirements

• Coordinate purchasing and procurement activities, including requisitions, contract documentation, purchasing workflows, and credit card reconciliation.
• Facilitate personnel and hiring processes, including job postings, interview coordination, onboarding activities, and organizational chart updates.
• Support financial tracking and reporting, including spending plans, labor and non-labor monitoring, journal transfers, and reimbursement billing.
• Prepare and maintain routine division-wide reports, update SOPs, and support shared administrative tools such as directories, calendars, and the weekly division report.
• Maintain administrative systems and records, including SharePoint file management and archiving.
• Provide administrative support to division leadership through scheduling, meeting coordination, documentation preparation, and communication management.
• Create, edit, and close work orders; ensure accurate cost tracking in Infor to support reporting and future project estimating; and serve as the division point of contact for technical questions and system updates.
• Supervise one Administrative Specialist II, ensure timely completion of work orders and resource usage tasks, and perform quality control of associated data entry.
• Serve as the primary backup to the Administrative Business Partner by participating in cross-training and providing coverage for administrative functions, including intake and evaluation of new requests, workload balancing, task assignment, and oversight of administrative task tracking.

Qualifications

Minimum Qualifications:

Requires two years of administrative experience and a Bachelor's degree in business or public administration or related field (or a combination of education, training, and/or experience that provides an equivalent background to perform the work of the class).

Successful candidates will possess many of these additional qualifications or be able to demonstrate comparable experience and expertise:?

• Demonstrated experience working with administrative or financial systems (e.g., Workday, PeopleSoft, or similar platforms).
• Strong written and verbal communication skills, with the ability to provide clear, accurate, and professional administrative support.
• Ability to manage multiple priorities, meet deadlines, and work independently in a fast-paced environment.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, Teams).
• Experience working in a public-sector, transportation, infrastructure, or maintenance operations environment.
• Knowledge of procurement processes, contracting documentation, or public agency purchasing rules.
• Experience supporting hiring processes, onboarding, or personnel administration.
• Skill in financial monitoring, expenditure tracking, and preparing reports or supporting audits.
• Experience with SharePoint administration, records management, or large file migration.
• Ability to work collaboratively in a matrix-managed environment and provide guidance or process support to administrative staff.
• Demonstrated ability to identify process improvements and implement efficiencies in administrative workflows.

License, Certification and Other Requirements:

• Current Washington State driver's license.

Work Environment:

• Work is performed in an office environment with hybrid options, three (3) days in-office, at this time. In-office days will be split between two different city offices, the Seattle Municipal Tower and 1010 Charles Street.
• Adapt to a flexible schedule based on the department’s needs and direction from leadership.
• Be comfortable navigating a fast-paced workplace while managing competing priorities.

Additional Information

Please attach a cover letter to your application.
Failure to do so will result in your application not being considered.

Offers of employment are contingent on verification of information provided by the applicant as part of the application process, including a potential background check.Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities, and activities may change at any time with or without notice.The full salary range for this position is $47.39- $55.19 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/most-employees-plans