Administrative Staff Assistant - Graffiti Operations

Full Job Description

About Seattle Parks and Recreation: Seattle Parks and Recreation (SPR) is a national leader and innovator in the services and programs we provide to our residents who enjoy our public spaces such as parks, community centers, specialty gardens, and swimming pools.

Our mission is to equip employees and the public for their well-being as we support healthy people, a thriving environment, and a vibrant community.

We provide safe and accessible spaces for residents and visitors to work, recreate, rejuvenate, and enhance quality of life and wellness for children, teenagers, adults, and seniors.

Delivering excellent customer service to all is a core value.

Equity and Inclusion: Seattle Parks and Recreation commits to advancing equity and social justice in our department and in every neighborhood by growing a dynamic and diverse workforce, developing strong investments, growth opportunities and beneficial partner strategies as we acknowledge and pledge to close disparities created by historical practices which often hindered workforce development, environmental justice, access to quality open spaces, programs, and facilities.

#OneSeattle

About the Division: Seattle Parks and Facilities Maintenance Division performs maintenance at over 25 miles of boulevards, 465 parks, including 26 community centers, 8 indoor swimming pools, 2 outdoor (summer) swimming pools, 4 environmental education centers, 2 small-craft centers, 4 golf courses, and an outdoor stadium.

We place strong emphasis on providing excellent customer service to the public, clients, and staff to ensure public safety and enjoyment while they are at SPR facilities and parks.

Position Description: Seattle Parks & Recreation Facilities Maintenance Division is seeking to fill a permanent, full-time Administrative Staff Assistant to coordinate graffiti operations for private property and publicly owned assets.

This position will be based out of Westbridge and reports to the Graffiti Manager.

In this role, this position will support the Graffiti Abatement Team with tracking data related to work orders (CSR, AMWO), support dispatching Find it Fix it (FIFI) requests and provide admin support with public and private property waivers.

This position is responsible for coordinating and leading meetings and responsible for organizing information related to the abatement, enforcement, prevention, and beautification efforts in support of the city’s One Seattle Graffiti Plan.

We are currently recruiting for one (1) regular, benefited position on the Day Shift.

Requirements

• Provide administrative support with public and private property waivers (i.e. processing time-sensitive mail, printing notices)
• Draft, format, and edit correspondence, presentation materials, reports and other documents as needed
• Compile data from various sources, prepare summary reports, perform data analysis
• Review, evaluate, and track performance data per Customer Service Request (CSR) System related to graffiti abatement on public and private property
• Support public and private property abatement enforcement and work with Graffiti Specialist/Inspector in response to violations
• Create and maintain standard operating procedures, assist in implementing procedures
• Provide administrative support for various office management functions and activities within Division (i.e. skilled trades)
• Assist in processing invoices in Adobe Sign
• Coordinate responses to inquiries and proposals received
• Schedule and coordinate meetings as needed
• Develop meeting agendas, maintain records of meetings and minutes, track deliverables and outcomes as appropriate
• Maintain staff training records and coordinate required training
• Support dispatching Find it Fix it (FIFI) requests and integration with CSR and Asset Management Work Order System (AMWO)
• Provide excellent customer service to internal and external customers (i.e. city departments, outside agencies, stakeholders, and residents who contact the unit)
• Responsible for unit's shared drive and files to ensure consistency among user groups and programs, meet department best management practices, and ensure compliance with State and local statutes governing the use, preservation and archival of records
• Create and maintain shared and confidential filing systems for various documents, including MOA/MOU's, contracts, administrative policies and procedures, projects, etc.
• Perform other related duties of a comparable level/type as assigned

Qualifications

Minimum Qualifications:

Requires one year of experience in administrative analysis, budget administration or preparation, office management, personnel administration, program administration, as staff assistant, or in a closely related field; and a Bachelor's degree in business or public administration, or another closely related field (or a combination of education and/or training and/or experience that provides an equivalent background required to perform the work of the class).

License, Certification, and Other Requirements:

• Current Washington State driver's license or evidence of equivalent mobility.

Desired Qualifications:

• Proven ability to work effectively under pressure in a fast-paced environment while maintaining a high level of organization and attention to detail.
• Demonstrated ability to manage time effectively, prioritize multiple tasks, and meet multiple deadlines in a fast-paced, high-volume administrative environment.
• Exceptional record of working well in a team environment and independently
• Self-motivation, adaptability, and effective prioritization of work
• Excellent analytical, oral, written, critical, and creative thinking and problem-solving skills
• The ability to work within a diverse workforce
• Be highly motivated and able to work as a team member in a demanding work environment, meeting tight deadlines
• Experience using a Customer Service Request System or comparable software platforms.
• Experience using Microsoft Office applications—including Word, Excel, Outlook, PowerPoint—and work order/asset management systems for effective record-keeping, reporting, and communication, or comparable software.
• Demonstrated capacity to manage shifting priorities and adjust tasks frequently as operational needs change.
• Exhibit a high level of proficiency in verbal and written communication to convey information and follow instructions effectively and professionally
• Demonstrated ability to be reliable and consistent
• Experience working in an environment with confidential and sensitive information
• Experience in interacting with the public coupled with a high level of proficiency in customer service.

Additional Information

Compensation:

This position is part of the 5-Step Compensation program; The full salary range for this position is $41.44 (Step 1) – $48.31 (Step 5) hourly.

Union Information:

This position is non-represented and is not covered by a collective bargaining agreement.

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.

Work Environment/Physical Demands/Other:

• Work is performed in person in an office environment with occasional site visits and minimal field work.
• Required to work outdoors in all types of weather.
• May be required work at heights on ladders.
• May be required work near heavy equipment.
• May be required to work near energized equipment.
• May be required work in confined spaces.

Application Process:

Please submit the following with your online application:

• A cover letter in which you clearly describe how your knowledge, experience, skills, and abilities prepare you for the job responsibilities and qualifications outlined in the job announcement
• A current resume of your educational and professional work experience.

*Incomplete Applications will not be considered*

**All approved candidates for this position will be required to perform written test as a portion of the hiring process.

Who May Apply: This position is open to all candidates that meet the qualifications. Seattle Parks and Recreation values diverse perspectives and life experiences.

Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity.

Seattle Parks and Recreation encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQIA+, people with disabilities, veterans, and those with diverse life experiences.

A current Washington State driver's license is required. A current, "FULL" driving abstract from the Department of Licensing must be submitted upon offer of employment.

Candidates with a driving history that does not meet our current safety standards will be disqualified from consideration.

Current City of Seattle Employees in a driving position may be required to submit an updated abstract.

Job offers are contingent on the verification of credentials and other information required by the employment process, including a review of driving records, and reference checks.

In compliance with Seattle’s Fair Chance Employment Ordinance, SMC 14.17 and the City of Seattle Personnel Rule 10.3(Download PDF reader).

A driving history review may be conducted in compliance with SMC 4.79.020. Applicants will be provided an opportunity to explain or correct background information.

The City of Seattle offers a comprehensive benefits package including vacation time, 12 paid holidays, 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.

Want to know more about Parks and Recreation? Check out our web page: Seattle Parks and Recreation - Parks | seattle.gov

SPR's Core Competencies are:

• Accountability & Action: Holding yourself accountable for achieving goals, completing tasks, and delivering quality work. Demonstrating thoughtful initiative in actions and decision-making and promoting high-quality standards.
• Equity and Inclusion: Supporting the goals of the Race and Social Justice Initiative and the City's commitment to workforce equity.
• Communication: Sharing and exchanging information and ideas with people in a variety of ways to help them understand and remember the information.
• Service: An ongoing commitment to base decisions and actions on the needs and priorities of the City.
• Teamwork: Participating as an engaged member of a team to achieve group goals. Effectively working with internal and external people to complete tasks and achieve work group goals.