• Job Description

  Req#: 4580909

  The Human Services Department (HSD) funds and operates services that meet the basic needs of the most vulnerable people in our community – families and individuals with low incomes; children; domestic violence and sexual assault survivors; older adults; people living with disabilities; people experiencing homelessness; and Black, Indigenous and People of Color (BIPOC) communities. HSD’s mission is “to connect people with resources and solutions for people during times of need so we can all live, learn, work, and take part in strong, healthy communities.” HSD is responsible for investing more than $170 million in contracts to nearly 150 community-based organizations and programs that support Seattle neighbors and communities each year. HSD is organized into five key divisions/teams.

  This position will work with the Homelessness Division which oversees the City’s partnership with the King County Regional Homelessness Authority (KCRHA) and supports Mayor Bruce Harrell’s Unified Care Team (UCT) initiative. The UCT’S role is to coordinate city departments to ensure our City’s public spaces remain open and accessible to all while also bringing unsheltered individuals indoors and connecting them to critical resources.

  The Homelessness Division Executive Assistant will provide support to both the Director of Homelessness and Unified Care Team Director on a variety of sensitive and complex administrative, operational and budgetary functions. The incumbent will identify inconsistencies, create solutions and offer recommendations while anticipating needs based on business initiatives. HSD seeks a highly experienced, administrative professional with a high level of discretion to lead the coordination of critical administrative tasks and cross-functional projects that are essential to HSD and the City’s success. The position will be highly visible within the Mayor’s Office and HSD, in addition to acting as a liaison to other city departments, non-profit agencies, governmental entities and community partners. The Homelessness Division Executive Assistant will staff internal meetings and provide support with developing and implementing operating procedures consistent with the Mayor’s priorities and City Council’s legislative directives.

  • Creates an efficient day-to-day schedule and prioritization of events for the Homelessness Director and Unified Care Team Director. Maintain, prioritize and organize their calendars, contacts and email. Field phone calls, meeting requests and email, while prioritizing based on level of importance.

  • Serves as the personal representative of the Homelessness Director and Unified Care Team Director as needed and acts for higher level management as directed.
  • Serves as liaison with other divisions, departments and outside agencies.
  • Reviews routed materials to the Homelessness Director and Unified Care Team Director for approval to ensure all pertinent information is included, is accurate and has been routed appropriately in accordance with policy and procedure. Upon approval, provide electronic signature and route per instruction.
  • Prepares agendas and presentations, coordinates meeting logistics, distributes materials, records and transcribes meeting minutes, and captures action items for various meetings and community forums.
  • Maintains a file archive of all pertinent division documents.
  • Compose and edit a variety of correspondence including memos, letters, emails and webpage messages.
  • Utilizes a range of software programs or research tools, including but not limited to: MS Word, PowerPoint, Excel, Outlook, Visio, Microsoft Online (i.e. SharePoint Online, etc.), Adobe, MasterWorks, PeopleSoft 9.2, etc.
  • Participates in a variety of personnel activities for the division; works in conjunction with HR and Seattle IT to complete all tasks related to the onboarding and offboarding of personnel.
  • Assists in handling grievances and other confidential personnel problems and issues; monitors and/or participates in the development and coordination of training programs; and assists division management in the development and administration of affirmative action, disciplinary and performance appraisal policies.
  • Serves as team leader for or personally carries out special studies, projects or reports; serves on special task forces and committees; makes recommendations on administrative or operational policies, procedures and systems; and prepares operating instructions, research reports, policy and procedures statements and other written materials.
  • Prepares purchase requests; and maintains supplies and equipment inventories.
  • Coordinates department staff travel and training requests.
  • Monitors timesheet submittal due dates and follows up with managers to ensure accuracy and timeliness.
  • Assists the Homelessness Division Director and Unified Care Team Director in managing public disclosure requests (PDRs) by completing litigation hold forms and working with the appropriate department subject matter experts as needed.

  Required Qualifications:
  

  Requires three years of experience as a administrative staff assistant, administrative staff analyst, budget analyst or a related field and a Bachelor's Degree in business or public administration or a 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).

  OR: An equivalent combination of education and experience that demonstrates the ability to perform the position duties
  
  
  

  Desired Qualifications:

  • Experience supporting multiple executives simultaneously.
  • Experience project managing official responses; developing timelines, tracking contributions from appropriate staff and working with subject matter experts to collect all information to respond to City Council’s requests.
  • Experience coordinating all-staff meetings and team retreats.

  • Demonstrated ability to provide technical support to staff on an as needed basis.
  • Demonstrated ability to conduct research and interpret policies.

  • Exemplary organizational and project-management skills with demonstrated ability to respond quickly to changing priorities.
  • Exceptional interpersonal skills, ability to communicate positively and effectively with a professionally and culturally diverse workforce as well as with executives, community-based organizational groups and government agencies.

  
  

  Hiring Process
  Applications are reviewed after the posting closes. Qualified candidates must submit the following to be considered:

  1. Completed NEOGOV online application.
  2. Current résumé indicating relevant experience and education.
  3. Cover letter describing how your skills and experience align with the stated job responsibilities and qualifications.
  4. Supplemental questionnaire responses

  
  The person hired for this role is expected to be in the office a minimum of twice a week.
  The pay range for this opportunity is $54.30 - $63.15 an hour.
  
  

  Offers of employment are contingent on verification of information provided by the applicant as part of the application process, including potential background check.

  
  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 at: https://www.seattle.gov/human-resources/benefits/employees-and covered family-members/most employees-plans
  

  Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

• About the company

  The Seattle City Attorney is a non-partisan elected official in Seattle, Washington whose job is to "prosecute people for misdemeanor offenses, defend the city against lawsuits and gives legal advice to the city".

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