KCIT Office Manager (Administrator II)

Full Job Description

Are you an administrative professional with a passion for customer service, process improvement, and collaborative teamwork?

King County’s Department of Information Technology (KCIT) is seeking an experienced Office Manager to play a pivotal role in overseeing daily operations throughout the department.

The Office Manager will execute a variety of routine and complex administrative duties in support of the day-to-day operations and will serve as a resource for staff and the public.

Administrative duties include general office support, coordination of equipment and supplies, planning and monitoring of department wide issues, facilities management, and annual compliance coordination.

This position collaborates with both Department administrative and leadership staff, including executive assistants and supervisors, to perform these duties, while also working directly with departmental employees to support their needs.

The successful candidate will be customer focused and detailed oriented with excellent process management and organizational skills. We are looking for candidates that are personable, reliable, and are comfortable working independently.

About King County Department of Information Technology (KCIT)

King County is committed to being the best-run government in the nation, and King County Information Technology (KCIT) is helping lead that transformation.

KCIT harnesses the power of technology to modernize operations, advance digital equity and social justice, and deliver innovative solutions that engage, empower, and serve our residents, businesses, and community partners.

Recognized by the National Association of Counties (NACo) for excellence in vision, strategy, innovation, and collaboration, KCIT is focused on delivering smart, secure, and customer-centered technology services that strengthen county operations and support thriving, resilient communities.

As the technology business partner to all 18 County departments, KCIT provides the foundational systems and services that power many of the region’s most essential functions.

We work side-by-side with our partners to design and deliver technology solutions that enhance customer experience and advance King County’s mission.

Learn more about KCIT at: http://kingcounty.gov/depts/it.aspx.

Requirements

Applying equity and social justice (ESJ) principles is a daily responsibility and a foundational expectation for all King County employees. This role will champion King County’s deep commitment to ESJ by exemplifying shared values, behaviors, and practices in all aspects of the work.

As the Office Manager, you will:

• Oversee the daily operations of the KCIT offices at Chinook, King Street and other KCIT locations as needed.
• Serve as resource and initial point of contact for staff and public inquiries.
• Support office operations by helping plan, monitor, and coordinate daily activities, ensuring issues are identified and routed to the appropriate teams for resolution.
• Prepare and process KCIT facility-related requests; manage office supply purchasing and common-space technology needs; and serve as telecom coordinator by ordering and managing cell phones, MiFi devices, SIM cards, and tablets for employees.
• Maintain up to date office procedure documentation, including office supply ordering, mail and deliveries, and evacuation and floor warden procedures.
• Coordinate, monitor, and troubleshoot office technology for common spaces and key meetings, liaising with KCIT Customer Support Services to ensure timely resolution of issues.
• In coordination with the Chief of Staff, support and coordinate key meetings and events, including logistics, scheduling, meeting notes, PowerPoint presentations and materials.
• Support the development, revision, and implementation of administrative workflow improvements, and participate in strategic planning efforts for department administrative processes and procedures.
• Prepare presentation materials and documents for internal use.
• Maintain organized, accurate, and accessible records and filing systems, including complex records, correspondence, and related documents. Filing systems include digital and physical documents.
• Manage space planning coordination, including managing internal moves for KCIT staff.
• Manage and coordinate facility related support to ensure office spaces and services operate smoothly, serving as the liaison for building issues and partnering with the Facilities Management Division (FMD) while supporting committee meetings on behalf of KCIT.
• Maintain and update data and materials related to department functions by utilizing MS Office 365 applications and specialized database systems (i.e. Oracle EBS, or similar such software).
• Manage Department org chart updates, Outlook distribution groups, online directory coordination, and associated processes.
• Provide back-up assistance to HR in support of the King County Service Award Program.
• Serve as resource for employees with travel related inquiries in coordination with the FBOD Travel Program.
• Assist with special projects in support of the department.
• Other duties as assigned.

Qualifications

Minimum Qualifications

• Five years of progressively responsible administrative experience related to the duties of the position; OR any equivalent combination of experience and education which provides the applicant with the desired skills, knowledge, and ability required to perform the work.
• Proven experience as an office manager related to the duties of the positions.
• Proficiency in Microsoft Office 365 applications, including but not limited to Word, Excel, Outlook, PowerPoint, SharePoint, and Teams.

Core Competencies

• Ability to collaborate with team members and promote a culture of accountability and excellence.
• Skilled and experienced providing excellent service to internal and external customers with the ability to work positively within a team environment, maintaining professionalism, patience, and etiquette in all encounters.
• Ability to identify and prioritize time sensitive matters and respond with a sense of urgency, as needed, while adapting to changes in workload demands.
• Ability to work independently and ensure administrative processes run smoothly, with professionalism and integrity.
• Ability to establish and maintain effective relationships at all levels of the organization.
• Experience and ability to multi-task in a fast-paced environment with multiple deadlines and changing priorities including the ability to identify and prioritize time sensitive matters and respond based on urgency.
• Ability to take initiative and accountability for work product and quality service delivery.
• Ability to exercise a high level of confidentiality and discretion in handling sensitive matters.
• Ability to analyze, problem-solve, and conduct research to complete and oversee work assignments.
• Experience leading process improvement initiatives and implement changes as a result.
• Ability to work effectively with other County agencies and external partners while yielding appropriate amounts of discretion.

Desirable Qualifications

• Experience in the public sector
• Experience in a unionized environment

Additional Information

Onsite Work Requirement: The work associated with this position will be 100% onsite. This position will oversee the daily operations of the KCIT offices at Chinook, King Street and other KCIT locations as needed.

Classification: Administrator II - 281301