Administrative Staff Assistant

The Code Compliance Division of the Seattle Department of Construction and Inspections (SDCI) is recruiting for an Administrative Staff Assistant (ASA). The position supervises a staff of five and assists management staff.

The Code Compliance Division manages two programs: Code Compliance and the Rental Registration and Inspection Ordinance (RRIO) program. The Code Compliance program enforces over 20 safety and community standards codes including the Land Use, Housing, Noise, Tree Preservation, Just Cause Eviction, Tenant Relocation, and Construction Codes. The Rental Registration and Inspection Ordinance (RRIO) program works to ensure safe housing and includes a requirement that all Seattle rental properties register with the City and receive regular inspections.

• Supervise a staff of five administrative professionals who support all aspects of the Code Compliance Division.

• Manage the hiring of staff, direct and delegate the work of the group, monitor individual and workgroup performance, and provide training and performance feedback.

• Serve as lead assistant for RRIO operations.

• Direct monthly RRIO inspections notification process, schedule and/or supervise scheduling of inspections.

• Direct the monthly registration renewal process notifications.

• Manage the schedule for telephone and counter service, including Zendesk assistance, to help customers with registrations, renewals or inspection scheduling.

•  Consult or coordinate with RRIO senior staff and management to identify and notify properties that will move into an enforcement status.

•  Work directly with property owners, private inspectors, and property management firms to schedule inspections and resolve registration or renewal problems.

•  Ensure tracking data is entered accurately and generate and review reports based on the data.

• Assist management and Senior staff in the development and improvement of business processes.

• Coordinate and direct a variety of office functions for non-RRIO code enforcement activities, including creation and processing of notices of violation and citations, as requested by inspection staff.

•  Prepare or monitor the preparation of correspondence as requested by staff.

•  Serve as office manager for functions including maintaining office supplies and equipment.

• Prepare and process training requests received from staff.

• Support division director and managers, including calendar management, preparing for meetings, note taking, and meeting materials preparation.

• Prepare or monitor the preparation of correspondence as requested by the division director or senior management.

You will be successful in this position if you can:

• Take initiative

• Manage your time well

• Organize your work

• Motivate others

• Provide effective supervision and direction to the team

• Be an active, positive, and contributing member of the team

Your effectiveness in this role will depend on your experience with:

• Supervision or lead experience - hiring, training, workgroup oversight

• Division Administration - onboarding new employees, equipment ordering, managing supplies, managing director and manager calendars and correspondence, etc.

• Utilizing change management best practices ensuring human centered change and foster SDCI's People's Culture.

• Working competently in multiple systems simultaneously - especially Accela, SharePoint, Visio, and Excel

• Managing and prioritizing a high-volume workload for yourself and others

• Familiarity with a variety of City codes including Land Use, Housing, Noise, Tree Preservation, Just Cause Eviction, Tenant Relocation, Construction Codes and the Rental Registration and Inspection Ordinance.

Requires one year of experience in administrative analysis, budget administration or preparation, office management, personnel administration, program administration, as staff assistant, or in a closely related field; and a Bachelor's degree in business or public administration, or another 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).

Understanding the value of a diverse work place and awareness of our equity and engagement goals are essential.

Ideal candidates will possess the following skills, experience, and abilities:

• Good team work, and strong leadership skills are necessary.

• Strong permitting/work tracking systems (ex: Hansen, Accela) and Outlook skills.

• Experience working with customers from varied cultural and educational backgrounds and working with difficult customers

• Ability to quickly learn various software applications is preferred.

The full salary range for this position is $38.46 - $44.83 per hour. Current City employee starting rate of pay will be based on Personnel Rules regarding promotions.

The Seattle Department of Construction and Inspections is a proud participant in the Race and Social Justice Initiative, a citywide effort to realize the vision of racial equity.

We require a demonstrated ability to work effectively with individuals from diverse communities and cultures.  The City of Seattle values diverse perspectives and life experiences; people of color, women, LGBTQ, people with disabilities, and veterans are encouraged to apply.

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