Administrative Specialist

The Administrative Specialist III will provide essential administrative support to the Maintenance Section, collaborating closely with payroll staff, section/unit managers, and maintenance staff. This position plays a critical role in supporting the division's operations by managing daily office tasks, payroll/labor distribution, database management, and customer service. This role is part-time and offers the opportunity to positively impact the community by working with the Road Services team.

Equity, Racial, and Social Justice Commitment:

King County is dedicated to fostering Equity, Racial, and Social Justice (ERSJ) in every aspect of its work. As part of this role, the employee is expected to apply these principles, which are aligned with the county’s core mission of dismantling systemic barriers and addressing inequities. Every employee contributes to creating an environment where all can thrive.

Key Responsibilities:

General Office Support:

• Provide administrative assistance, including drafting, editing, and proofreading documents and correspondence.
• Process training requests, agency forms, and maintain/update priority lists.
• Handle sensitive materials and maintain confidentiality while identifying time-sensitive requests.

Payroll/Labor Distribution:

• Review and verify paperwork for accuracy.
• Gather, report, and track daily employee time entries.
• Ensure proper work order/task numbers are reported and compile data for completeness.

Management Reporting and Tracking:

• Manage and administer data from the Roads Maintenance budget tracking database.
• Generate weekly reports on current budget, material usage, and daily maintenance activities.
• Process Cityworks work orders and report daily maintenance from crews.

Database Management:

• Provide support to Crew Chiefs and Supervisors for database entry and maintenance, ensuring accurate program data.

Customer Service:

• Provide technical and informational support to staff and handle public inquiries.
• Answer phones, forward information, and respond to queries professionally.

Additional Duties:

• Perform other related tasks as required by the Maintenance Section.

Qualifications:

Required:

• Office Experience: Knowledge of general office policies, practices, and principles.
• Software Skills: Proficiency in Microsoft Word, Excel, Access, Outlook, and Internet.
• Equipment Proficiency: Ability to operate standard office equipment (computer, printer, photocopier, multi-line phone, etc.).
• Communication Skills: Strong written and verbal communication skills; knowledge of proper English grammar, spelling, and usage.
• Customer Service: Experience handling customer inquiries with professionalism, discretion, and etiquette.
• Organizational Skills: Strong attention to detail with the ability to prioritize tasks, follow instructions, and meet deadlines.
• Teamwork & Independence: Ability to work both independently and within a team.
• Reliability: Ability to maintain predictable and reliable attendance.
• Adaptability: Flexibility to handle changing workloads and demands.
• Motor Vehicle Operation: Ability to operate a motorized vehicle, if necessary.

Desired:

• Two (2) years of full-time office experience performing comparable duties.
• Experience working in a construction-related office environment.

Emergency Designation Status:

This position is considered Mission-Critical during emergency situations. All employees are expected to report to work unless directed otherwise by County Executive, department director, or agency head during emergencies or inclement weather.

For more detailed information, please review the King County Guidelines for Workforce Management in an Emergency.