Executive Secretary / Assistant I

Summary The Department of Community and Human Services values diverse perspectives and life experiences.
The Department encourages people of all backgrounds to apply, including Black, Indigenous, and People of Color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with lived experiences.
King County's Department of Community and Human Services (DCHS) provides equitable opportunities for people to be healthy, happy, and connected to community.
We have an exciting opporunity for an Executive Secretary/Assistant I to join the Director's Office Administrative Team.
The Executive Assistant will support the Behavioral Health and Recovery Division (BHRD), primarily the BHRD Division Director and Deputy Division Director.
This is a Term Limited Temporary (TLT) or Special Duty opportuity for approximately six months, with the possibility of being extended due to operational needs.
WHO MAY APPLY: Please apply if you believe you meet the minimum qualifications.
Interviews for this selection process will take place on or around May 14 - 17, 2024.
REQUIRED MATERIALS: Candidates who wish to be considered for this position must submit an online King County application and respond to the supplemental questions.
Your application may be rejected as incomplete if you do not include the requested and relevant information in the online application and supplemental questionnaire.
Applications and/or supplemental questionnaires that state, “see my resume” are considered incomplete and will not be considered to be competitive.
Additional Job Information WORK SCHEDULE/CONDITIONS: This position is scheduled to work 40 hours per week, Monday - Friday, 8am - 5pm.
This position meets the provisions of the Fair Labor Standards Act and is overtime eligible with supervisory pre-approval.
This position is not represented by a union.
MISSION CRITICAL POSITION STATUS: This position has been designated Mission Critical.
Unless otherwise directed by the County Executive, department director or agency head, all employees, regardless of designation, are expected to report to work or request leave during an emergency or inclement weather.
For more detailed information, please visit HR Policy County Operations During Emergency Situations and the King County Guidelines for Workforce Management in an Emergency.
TELEWORKING REQUIREMENT: The work associated with this position will be performed through a combination of teleworking complemented with onsite work and meetings as needed.
Employees will have access to shared workspaces at various King County facilities.
Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.
Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection (access may be supplemented in some situations) where they can reliably perform work and remain available and responsive during scheduled work hours.
Please note that when an employee conducts work that is likely to bring them in contact with another individual, safety precautions are required, including the wearing of masks in some situations.
King County is doing its part to reduce the spread of COVID-19 and remains committed to reducing our carbon footprint.
King County has a robust collection of tools and resources to support working remotely.
The individual selected for this opportunity will be joining an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment.
RECRUITER: Susan Churchill, susan.
churchill@kingcounty.
gov Job Duties Correspondence and Procedures: • Prepare, format, proofread and/or edit a variety of materials, ensuring proper grammar, punctuation, and diplomacy, including reports, briefing documents, letters, meeting agendas, spreadsheets, PowerPoint presentations, etc.
Documents must follow the King County Editorial Style Manual.
• Develop, maintain, and orient staff to policies and procedures and ensure Division-wide compliance with standards and protocols for processing of paperwork, including financial disclosures, travel, telecommuting and alternative work schedule requests.
Scheduling: • Maintain the Division Director's calendar and schedule.
• Coordinate arrangements and activities that require extensive contacts and coordination within and outside the Department.
• Set scheduling priorities creatively and adeptly resolve appointment conflicts on ever-changing calendar.
Internal and External Relations: • Convey the Division Director's directions and instructions to staff.
Furnish explanations, when necessary.
Advise staff of the Division Director's preferences and requirements.
Provide regular reminders to staff.
• Independently receive and resolve internal issues and questions referred to the Division Director's Office within assigned scope of authority, keeping the Director and Deputy Director informed, as needed.
• Answer incoming calls, including the Division Director's calls when requested.
Respond to questions, take messages, screen, and route, or refer callers as appropriate.
• Support the Division in the administration of personnel matters, including but not limited to correspondence to staff regarding the conditions of their employment.
Work closely with Human Resource staff to coordinate necessary procedures for hiring new staff and staff terminations.
Perform other related duties as assigned.
Experience, Qualifications, Knowledge, Skills 1.
Two years of recent full time experience performing administrative support.
2.
Knowledge and ability to apply proper grammar, punctuation, and sentence structure to documents.
3.
Intermediate to advanced proficiency with MS Office Suite for daily use of Word, Excel, PowerPoint and SharePoint.
Basic knowledge of Adobe Acrobat, Visio and OneDrive.
Adept at using internet searches to acquire information.
4.
Demonstrates strong oral and written communication skills, including understanding and executing complex verbal and written instructions.
5.
Proficient with Microsoft Outlook, including experience scheduling meetings with multiple attendees.
6.
Ability to take initiative and be accountable, use independent judgment to accomplish tasks and handle responsibilities while avoiding errors in judgment and discretion.
7.
Demonstrated ability to provide excellent customer service; work cooperatively with discretion, patience, professionalism, courtesy and tact with everyone (e.
g.
all levels of staff, private sector officials, elected officials and the public).
8.
Skill in providing direction regarding work assignments and in delegating work assignments to appropriate staff members.
9.
Ability to maintain a high level of confidentiality and utilize good judgment.
10.
Demonstrated ability to maintain organized, prioritize workload, juggle multiple assignments and work calmly under pressure with tight turnaround times.
Supplemental Information 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.