Executive Assistant - OOC or Temporary

Executive Assistant

The Department of Finance and Administrative Services (FAS) is seeking a dynamic, flexible, and high performing Executive Assistant to serve as primary support to our Chief Administrative Officer (CAO) and Associate Administrative Officer (AAO).

This position will assist with the coordinated oversight of five FAS divisions. This exciting and multi-faceted role requires outstanding organizational management and communication skills and the ability to prioritize and juggle multiple tasks and meet tight deadlines.

*This assignment is expected to last8 months. It is open to current regular City employees as an out-of-class assignment and to external candidates as a temporary assignment.

FAS is often the public's first interaction with the City of Seattle, operating as a customer-focused front door that assists with everything from paying utilities or reporting a pothole to requesting public information or even adopting a new pet.

The 500-plus employees of FAS span across 10 divisions and work behind-the-scenes providing critical functions, like managing 120 City facilities—including police and fire stations—overseeing the City's neighborhood customer service centers and Customer Service Bureau and making sure minority-owned businesses can equitably compete for City contracts. No matter the need, FAS is here—at your service.

Job Responsibilities

The Executive Assistant will serve as the CAO and AAO's main point of contact to the FAS Director's Office and five FAS divisions. Primary responsibilities:

• Proactively and independently monitor, track and follow-up on various tasks and assignments across divisions and report back to the CAO/AAO on progress.
• Troubleshoot and resolve a variety of issues on behalf of the CAO/AAO.
• Review and edit briefing materials and presentations developed by division staff. Work with staff to ensure quality of content and writing prior to submission.
• Prepare, review, and edit daily communications, e-mails, correspondence on behalf of the CAO/AAO.
• Make recommendations to standardize and improve information to customer departments.
• Provide administrative support as needed to ABU's five divisions.
• Gather information and prepare presentations for Director's Executive Team meetings.
• Intermittently back up the Director's Office and Operations Business Unit Executive Assistants.
• Work closely with FAS HR to track ABU division hiring process progress. Assist divisions by writing or editing interview questions, job descriptions, resume review matrices and/or performing reference checks and other hiring process tasks on hiring managers' behalf.
• Serve as a liaison between FAS and Seattle IT for escalated technological issues.
• Conduct research, develop options or solutions, and make recommendations to implement, standardize or improve a variety of administrative procedures. Develop systems for information sharing and collaboration utilizing SharePoint.
• Make time management decisions on behalf of the CAO/AAO, manage the calendar and schedule complex and routine meetings.

Qualifications

Minimum Qualifications:

• Three (3) years of experience as an administrative staff assistant or administrative staff analyst, or in administrative analysis, budget administration or preparation, office management, personnel administration, program administration, or in a closely related field;
• AND
• Bachelor's degree in business or public administration, or other field related to administrative work.
• OR
• Five years of experience as an administrative staff assistant or administrative staff analyst, or in administrative analysis, budget administration or preparation, office management, personnel administration, program administration, or in a 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.)

The most successful candidate will possess the following:

• Expert level skills in Microsoft Office products including SharePoint, Word, Excel, PowerPoint, and Visio.
• Excellent written and oral communication skills.
• Highly organized with a strong ability to prioritize and manage competing priorities.
• Positive, proactive with a sense of humor.
• Ability to work independently.

Work Environment: This position requires a minimum of three days per week of onsite work. Alternative Work Arrangements and hybrid telework schedules for work conducted in a normal office environment may be considered and will be based on operational needs and consistency with City policies.

Additional Information

The full pay range for this step-progression position is $56.23 - $65.54 per hour. New employees begin at Step 1 of the pay progression, which is $56.23 hourly. Current City employees' starting rate of pay is based on Personnel Rules regarding promotions.

Applications are reviewed after the posting closes. You must submit the following items to be considered for this position no later than 4:00pm Pacific Time on the scheduled closed date.

1. Completed NEOGOV online application.
2. Cover letter describing how your skills and experience align with the stated job responsibilities and qualifications.
3. Current resume indicating relevant experience, knowledge, skills, and education.

Your application will be considered incomplete if you do not include the relevant information in the application. Cover letters and/or resumes are not accepted in lieu of a completed application. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted.

Why work at the City of Seattle? The City of Seattle recognizes every City employee must play a role in ending institutional and structural racism. Our culture is the result of our behavior, our personal commitments, and the ways that we courageously share our perspectives and encourage others to do the same. To cultivate an antiracist culture, we seek employees who will engage in the Race and Social Justice Initiative by working to dismantle racist policies and procedures, unlearn the way things have always been done, and provide equitable processes and services.

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.

The City of Seattle 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, medical condition, or pregnancy. The City of Seattle encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with diverse life experiences. If you have questions regarding this bulletin or employment at Finance and Administrative Services, please send an email to Chantelle.Aguilar@seattle.gov. FAS promotes diversity and inclusion in employment. If accommodations are needed during the selection process, please contact us.

Many important notifications including interview or test invitations, result notices, and status updates will be sent electronically to the email address provided on the application. It is important that you provide a valid email address. Please add Chantelle.Aguilar@seattle.gov to your email address book and to the list of approved senders to prevent email notifications from being filtered as spam/junk/clutter mail. Candidates can also check for notifications by logging into governmentjobs.com and viewing their profile inbox, which saves a copy of all emailed notices. It is the applicant's responsibility to take the above steps to view correspondence.