Administrative Specialist II - BU (Early Learning Enrollment Team)

Early Learning for children is becoming one of the major social justice issues of our time. Children's access to high quality programming and education from their early years can have enormous impacts on their future education. The Department of Education and Early Learning (DEEL) supports and facilitates many Early Learning programs across Seattle. Within DEEL, the Intake Unit works with families who are seeking preschool and childcare services for their children. Intake team members determine eligibility, maintain files, and process enrollments for families applying to the Child Care Assistance Program (CCAP) and Seattle Preschool Program (SPP). The preschool programs have a peak season of March-September for enrollment, while the CCAP has an annual enrollment/review cycle. These two "enrollment cadences" very much influence the volume of work this team manages throughout the year.

To support this work, we are looking for an Administrative Specialist II to engage with families and the public seeking access to DEEL's early learning programs. You will be the first point of contact for many families seeking services from DEEL, answering the main phone line for SPP and CCAP, conducting pre-screening with interested families, and referring families who many not be eligible to other programs. You'll also engage with families through email, responding to generic inquiries and referring families to other individuals on the team as needed. Many of these families are heritage language speakers. Additionally, you will help manage a Microsoft Dynamics 365 database and will use it throughout your daily work. You will ensure records retention and support the team with file management of both the database and physical files.

Our department strives to embed the City's Race and Social Justice Initiative into its education objectives and seeks staff that value the importance of working together as a government and community to eliminate racial disparities and achieve racial equity. Our core values of equity, results, stewardship, transparency, and collaboration guide our work, support our operations, and hold us accountable.

Do you want to learn more about this role? In this position:

Your top 3 daily priorities will be:

• Managing the main phone line for SPP and CCAP

• Managing three email inboxes and responding to email inquiries about programs

• Entering data into and maintaining the Seattle Preschool Program and CCAP database

Your other day-to-day responsibilities will include:

• Monitoring application submissions for Early Learning programs

• Providing support for families who need assistance in completing application materials, including heritage language speakers

• Using the Language Line for interpretation when needed

• Acting as a representative of the department through exceptional customer service

Your other responsibilities will include:

• Occasionally conducting quality control over data entry

• Using database reports to send broad communications to families or support the intake team in communicating with families

• Coordinating administrative support for the SPP selection and assignment process

• Managing inbound and outbound office mail and signing for deliveries

You will provide administrative support to the unit by:

• Coordinating CCAP and SPP mailings

• Creating and organizing files

• Ordering supplies

• Coordinating interpretation services with the Language Line

You will be most successful in this role if you possess a combination of the following:

Technical Skills in:

• Outlook

• Phone management, including softphones

• Office 365 (particularly SharePoint integration and cloud tools)

• Database management

• Adobe

• Microsoft Teams

Experience with:

• Writing public-facing emails on behalf of a program

• Child care or early learning

• Providing customer service in a resource and referral capacity

• Independent problem-solving and multitasking in a fast-paced environment

• Troubleshooting technology issues, particularly those related to softphones, Microsoft Teams, and email sync issues

Ability to:

• Provide assistance to heritage language speaking families

• Demonstrate your dedication to serving diverse families in the community

• Be humble and ready to collaborate, even if the answer wasn't your idea

• Act as a great teammate and apply your cross-cultural written and verbal communication skills

• Be thorough and highly organized in your work

In addition to the qualities mentioned above, you will need to possess the below required qualifications (or a combination of education, training or experience which provides an equivalent background required to perform the work of the class):

• Two years of clerical support experience

OR

• An Associate Degree

• One year of clerical support experience

As well as the following requirements:

• Ability to pass a background investigation

This position is eligible for overtime and is classified as an Administrative Specialist II-BU and is governed by a collective bargaining agreement between the City and the union, PROTEC17 - Administrative Support Unit. The full pay range for this step-progression position is $33.40 - $37.40 per hour. New employees begin at Step 1 of the pay progression, which is $33.40 hourly. Current City employees' starting rate of pay will be based on Personnel Rules regarding promotions.

The first round of interviews for this position are tentatively scheduled for Tuesday, August 27 and/or Wednesday, August 28, with the second round taking place on Wednesday, September 4, 2024.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact Lindsey King at Lindsey.King@seattle.gov to request accommodation.

The work of this position will primarily be performed via telework/remote work. The person in this role will be required to report onsite to work roughly once per pay period, although this may change based on operational needs. Individual schedules will be based on agreement between the employee and their supervisor.

Individuals selected to fill this position may be eligible to receive Language Premium Pay (SMC 4.20.360), which provides a $200.00 monthly stipend to qualified bilingual employees who are properly evaluated and assigned to provide direct communication in-language, interpretation, or translation services to the public on behalf of the City of Seattle.

DEEL supports the City of Seattle's Race and Social Justice Initiative to end institutionalized racism by eliminating barriers to access, providing the staff and public with opportunities for growth, and developing equitable access to the programs and services we offer.  If you share those values and meet the qualifications, we invite you to apply for this position. Please visit http://www.seattle.gov/education to learn more about the department.

Applicants will need to successfully pass a background check, which will be conducted in accordance with Seattle's Fair Chance Employment Ordinance, SMC 14.17. Applicants will be given a chance to explain or correct background information and provide verifiable information of good conduct and rehabilitation.

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 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. This position is also required to participate in the City's Retirement program. More information about employee benefits is available at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members/most-employees-plans. You can learn more about the City's retirement benefits by reviewing page 2 of the "2024 Most Employee Benefits-at-a-Glance" guide, located under "Benefits Guides."

APPLICATION PROCESS:

Please submit your application at https://www.governmentjobs.com/careers/seattle/ no later than 4:00pm Pacific Time on Tuesday, August 13, 2024. To be considered for this position, in addition to completing your application fully, please attach:

• A PDF of your current resume which illustrates your related skills, experience, and abilities

• Cover Letter explaining your interest in this opportunity with the Department of Education & Early Learning and capability to perform in this role

This position is open to all candidates that meet the minimum qualifications. The Department of Education & Early Learning 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 Department of Education & Early Learning 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, please contact Lindsey King at Lindsey.King@seattle.gov. 

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