Administrator I

Summary

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Metro's Mobility Division has an exciting opportunity for a self-motivated, well-organized individual with good judgment, an eye for accuracy, and professional integrity to provide strong administrative support. As an Administrator I, you will execute complex and critical administrative support to supervisors, chiefs, and managing director(s) (managers) of the Mobility Division. If you want to see your skills make an immediate impact on groups performing critical work at Metro transit, now is the time to apply!

Metro is committed to providing transportation services that connect all people and all communities of King County, focusing on the equitable distribution of our service and the equitable application of our work (inside and outside the agency), and combating climate change by doing our work sustainably. Metro is King County's largest Department, employing over 5,000 people who primarily work in the field of transit operations, vehicle maintenance, transit facilities operations, and marine.

The Mobility Division ensures that customers can easily access and use Metro's transportation services, pay their fare, and utilize the region's system of public transit options. Mobility works to understand our customers' needs to plan and develop the best possible public mobility network. The Division manages the delivery of services that complement Metro's bus network and integrate all modes of transportation, to deliver more equitable life outcomes through mobility. The Mobility Division is made of up four sections: Contracted Services, Customer Communications and Services, Market Innovation, and Service Development.

Applying equity and social justice principles is a daily responsibility and a foundational expectation for all King County employees. In this role, you will apply equity and social justice principles that exemplify shared values, behaviors, and practices to all aspects of the work.

This recruitment will be used to fill two career service positions in the Customer Communications and Services Section. This selection process will also generate an eligibility pool for future career service, special duty, and TLT (Term Limited Temporary) positions that may occur in this classification within the Mobility Division. The eligibility pool will be valid for a maximum of 12 months upon creation, and/or until exhausted, at the discretion of the hiring authority.

Who May Apply: This recruitment is open to all King County employees and the general public.

Job Duties

Applying equity and social justice principles is a daily responsibility and a foundational expectation for all King County employees. In this role, you will apply equity and social justice principles that exemplify shared values, behaviors, and practices to all aspects of the work. As the Administrator, you will:

• Provide complex and critical administrative support, serving as the primary administrative support to the manager and section leadership team.

• Act as the delegated authority to independently manage daily administrative support duties on behalf of the section leadership team.

• Represent the section in division- and agency-wide administrative coordination meetings and working groups.

• May provide support and direction to other administrative staff within the section.

• Uphold confidentiality by adhering to policies and procedures, earning the trust and respect of colleagues through honesty, integrity, and professionalism.

• Schedule and organize meetings and events, and maintain the manager's calendar.

• Monitor project deadlines and meetings, coordinate with internal and external stakeholders, and compile relevant documentation to ensure the manager's preparedness.

• Prepare necessary meeting agendas, notes, minutes, and equipment; including ensuring meeting spaces are physically set up, ordering or managing food and other supplies to support meetings.

• Prepare and revise communication on behalf of and in support of the manager or section.

• Prepare clear, concise, and objective documents, reports, and briefings orally and in writing.

• Assist with continuously improving systems. Stay informed of new technology and how it can benefit the work being done with the section.

• Maintain project documentation and assist in project and workgroup communication by building and maintaining Microsoft Teams and SharePoint sites.

• Act as a liaison between the manager and internal and external groups or individuals.

• Manage various personnel and employee-supporting tasks including preparing, reviewing, and tracking forms and information related to hiring, onboarding and offboarding; grievances; assisting with leave management; processing payroll; supporting performance appraisal processes; and other supportive tasks.

• Develop and manage administrative processes programs or projects, such as formal and informal correspondence, interdivisional communications, and public records requests; records management and records retention, knowledge management, , telecommunications and IT project support, , office space, signature routing, travel and training arrangements, and more.

• Oversee payroll and accounts payable operations, including budget charge coding and tracking by project, payroll processing, invoices, purchase orders, expense reports, and budget charge reconciliation for multiple projects in Oracle.

• Manage supplies inventory, including ordering supplies, maintaining office equipment, and coordinating with contractors for repairs or replacement as needed.

• Offer guidance on human resources principles and direct employees to the appropriate resources and personnel as necessary.

• Provide information to management and staff on administrative policies and procedures. Stay updated, attend training, and implement updates to administrative processes and procedures following directions from the County and Metro.

• Ensure office and home working spaces are working and supportive for section employees, including managing and sorting mail to ensure hybrid employees receive mail in timely manner; coordinating with County and Metro space planning efforts; helping ensure office spaces are working and functional; and assisting with equipment management for onboarding and offboarding employees.

• Undertake other special projects and duties as assigned.

Experience, Qualifications, Knowledge, Skills

We are looking for candidates who:

• Increasingly responsible office or administrative support experience with at least 3 years performing administrative work, or the equivalent in supporting project or contract delivery OR an equivalent combination of experience and education which provides the applicant with the desired skills, knowledge, and ability required to perform the work.

• A well-developed understanding of equity and social justice principles and/or supporting projects that integrate equity and social justice into program design and workplace culture.

• Proficiency in Microsoft Office Suite, and digital document management systems (Laserfiche, Docusign, Acrobat, etc)

• Proficient in leveraging technology tools, including intermediate-level skills in Microsoft Office Word, SharePoint, Excel, PowerPoint, Outlook, Visio, and Adobe Pro.

• Demonstrated ability and commitment to maintain strict confidentiality in the handling of sensitive data and information involving matters internal to Metro, as well as external matters involving suppliers, contractors, and vendors.

• Demonstrated ability to establish and maintain cooperative, respectful, and equitable working relations with a diverse group of coworkers, and internal and external customers; ability to deal with others with tact, diplomacy, and courtesy.

• Must possess effective , including the ability to take accurate meeting minutes and produce concise meeting summaries.

• Dependability and ability to work independently to accomplish work assignments and meet deadlines with minimal assistance

• Skill in comparing records and data for accuracy as well as researching/reconciling errors and discrepancies.

• Ability to proactively seek out new information and ideas to improve work processes and meet the needs of the section

• Has integrity, builds trust, and uses sound judgment and diplomacy in making independent decisions.

• Organizational and project management skills.

Competitive candidates will have the following qualifications (not required):

• Expert proficiency in Microsoft Office Suite, and digital document management systems

• An expert in leveraging technology tools, including Microsoft Office Word, SharePoint, Excel, PowerPoint, Outlook, Visio, and Adobe Pro.

• Experience with PeopleSoft or other similar payroll and time-keeping software

• Experience with Oracle or other similar financial software

• Experience working in a complex organization and ability to navigate complex situations.

• Knowledge of King County and Metro Transit policies & procedures

• Experience with Concur Travel Software or other similar software

• Understanding of union contracts and grievance tracking systems

Supplemental Information

Application & Selection Process

Applications will be screened for competitiveness, completeness, and written communication skills. The selection process typically consists of a phone screen, an interview, and a reference check. The process may also include skill testing, writing samples, or additional interviews. Application review may begin the week of May 13th.

Forms and Materials Required:

• An online King County application, with employment history going back at least seven years, or more to include all relevant experience and completed supplemental questions.

• A cover letter no longer than two pages summarizing your interest in this position and how you meet or exceed the required experience, qualifications, knowledge, and skills outlined in the job posting.

Resumes will not be reviewed. Applications and/or supplemental questions that state, "see my resume" are considered incomplete and will not be competitive.

Work Schedule: This position is Non-Exempt from the provisions of the Fair Labor Standards Act and therefore is overtime eligible. Employees are paid on a bi-weekly schedule, every other Thursday, comprising a 40-hour workweek; normally 8:00 a.m. - 5:00 p.m. Monday through Friday.

Work Site Details: The work associated with this position will primarily be hybrid with two to three days in the office per week. Employees must reside in Washington state and within a reasonable distance of their King County worksite to respond to workplace reporting requirements.

Union Representation /Job Code/Grade

Protec 17 /Job Code 281207/Grade 50

Who may apply:

We are accepting applications from all qualified external and internal candidates.

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: Janay Brim, jbrim@kingcounty.gov

Forbes recently 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.