Executive Assistant I

Full Job Description

This position is open to current King County employees

King County’s Business Resource Center (BRC), Director’s Office, is seeking an Executive Assistant (Executive Secretary/Assistant I) to provide high-level administrative support to the Division Director, Deputy Director and the Director’s Office team.

This role involves daily interaction with the organization at all levels as well as external contacts.

Our ideal candidate will be a self-starter who has excellent interpersonal skills, a keen attention to detail, an ability to work in a fast-paced environment, and a solid background in providing executive-level support.

This position performs a full range of administrative duties with an emphasis on tracking, proofreading and editing written information such as legislation, reports, correspondence and presentations.

This role will also be responsible for reviewing, organizing, and prioritizing calendaring scheduling and appointments for the Director and Deputy Director.

ABOUT THE BUSINESS RESOURCE CENTER OVERVIEW
The BRC oversees King County’s business systems, which include applications, infrastructure, software, and vendor relationships. The team also supports business processes, system governance, and work prioritization to effectively serve county agencies.

BRC Director’s Office: This team provides guidance to the BRC and advises county leaders on strategies to enhance the county’s ERP business systems.

They also manage the day-to-day operations of the BRC in support of continuous improvement and a cohesive team approach to govern, manage and support the county’s ERP systems.

What people have said about working in the Business Resource Center.

"The Business Resource Center provides an environment with highly diverse work groups and business partners, offering opportunities for professional growth and challenges, learning new skills and the latest technology and applications."

"Employee ideas and contributions are highly valued and supported by supervisors and managers, and employees are able to offer solutions to issues that can be brought before business partners and stakeholders."

"Employees have the freedom to manage their own workload, which is both challenging

and rewarding. Work involves not only resolving issues and finding the root cause of problems, but also interacting directly with business partners and experiencing the positive feedback of their appreciation."

"The job is constantly evolving, providing new professional challenges and opportunities for growth, and this comes with a supportive environment with others around you who are rooting for your success as much as their own."

Requirements

Scope of Job Duties: To be considered for this opportunity, you must at a minimum, demonstrate knowledge, skill and ability to:

• Provide executive-level administrative support to the director and deputy director which includes organizing requests, scheduling meetings, developing agendas, performing research, creating, and updating detailed information, proof-reading and editing documents such as legislation, presentations, executive summaries, and reports with attention to detail using proper grammar, spelling, formatting, and punctuation.
• Provide support to the Director's Office and Management Team, including developing and updating meeting agendas, and preparing summaries of meetings that capture key decisions and follow up actions.
• Deliver excellent customer service with an emphasis on collaboration, teamwork, and results as this position will be the point of contact for the division to other county agencies and external customers.

Provide general office support by answering phones, preparing correspondence and reports, scheduling meetings and appointments, researching and compiling information, tracking and maintaining division work plans, updating templates and websites, and making recommendations for process improvements and streamlining procedures.

May also support or lead the implementation of special projects.

• Manage P-Card purchasing, reconciliation and administer Oracle EBS requisitioning for procurement and iExpense and travel administration.
• Coordinate event planning and organize on-site and off-site events.
• Oversee public disclosure requests, including coordinating with other staff in the Division and the County to ensure timely monitoring and follow up.
• Maintain a system for tracking the progress of critical legislation, reports, and correspondence. Develop and maintain reports as needed.
• Act as a system resource for SharePoint, and records lead by managing data; respond to users' inquiries and resolve complaints.

Qualifications

WE ARE LOOKING FOR CANDIDATES WHO:

• Have experience providing confidential senior-level administrative support that includes scheduling and calendaring, preparing agendas, proof-reading and editing of correspondence and reports, preparing, researching and compiling information, making travel and other logistic arrangements, maintaining logs, updating templates, answering phones, and responding to public disclosure requests.
• Possess initiative and resourcefulness to gather information that helps keep the director and deputy director apprised about emergent issues.
• Can think critically to identify and resolve issues independently with a solid sense of accountability and sound personal judgment.
• Have a strong communication style, interpersonal, writing and customer service skills.
• Are able to be proactive and exercise good judgement in deciding when to handle an issue and when to escalate an issue to upper management.
• Have experience using the P-Card for purchasing, performing reconciliation, preparing requisitions in iProcurement Tool / Oracle EBS Requisitioning system.
• Are able to manage time and adapt to changing priorities, work on multiple priorities and projects simultaneously. Meet quick deadlines, and produce timely, reliable and high-quality work products.
• Have experience in developing and/or editing correspondence, reports, and presentations. Experience with LEAN processes and principles, including development of standard work to support administrative processes.
• Are able to communicate respectfully and effectively, both orally and in writing, with individuals from diverse backgrounds.
• Are skilled in using multiple systems and applications including Microsoft Office Suite, including Word, Excel, PowerPoint, and SharePoint (Visio is a plus!).

Additional Information

Work location: The Business Resource Center 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 King County Chinook Building- 401 5th Ave, Seattle, WA 98104.

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.

Are you ready to APPLY?

The recruitment for this position is open to current King County employees. A completed King County Application is required. We highly recommend that you also provide a resume and cover letter.

This recruitment is an effort to fill our immediate vacancies as well as create a hire list that will be used for any positions that become vacant within the next 6 months, including additional Term Limited Temporary (TLT) and Career Service (CS) positions.

If you have any questions, please contact Karina Cordova, by e-mail at kcordova@kingcounty.gov or by phone at 206-848-0395.

Forbes named King County as one of Washington State's best employers.

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.

To Apply

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.