Administrative Specialist III
Administrative Specialist III
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Job Description
Summary
This recruitment is to fill a Term-Limited Temporary position that is anticipated to end around the June 2028. If filled by a King County employee who has passed their initial probation the TLT will be a Special Duty Assignment.
King Countys Procurement & Payables (P&P) team is seeking a three-year Term Limited Temporary Administrative Specialist III to join our Organizational Support & Communications (OSC) team. This role is critical to ensuring the smooth operation of P&P by providing high-quality administrative support and serving as the primary point of contact for internal and external stakeholders.
As an Administrative Specialist III you will oversee essential operational tasks including managing procurement advertisements processing expense reports and addressing supplier inquiries. You will play a vital role in supporting P&Ps operational success while embodying the Finance and Business Operations Divisions mission statement Count On Us. This position also supports King Countys True North vision by contributing to an inclusive and equitable community where every person can thrive.
This is an excellent opportunity for someone who thrives in a dynamic customer-focused environment and enjoys working collaboratively to improve processes maintain high standards of organization and provide exceptional service. If you have a knack for organization a passion for customer service strong communication skills and thrive in a fun challenging and ever-evolving environment we want to hear from you!
- Customer Service:Serve as the primary point of contact for King County agencies and the supplier community responding to inquiries via phone email and other communication channels with professionalism and efficiency.
- Mail & Document Processing:Manage and process incoming and outgoing mail for the P&P team ensuring timely and accurate delivery.
- Advertisement Services:Process advertisement service requests and coordinate semi-annual advertisements for E-Procurement ensuring timely payment of all advertising expense reports.
- Expense Management:Oversee the timely payment of advertising and P&P operational invoices and the processing of expense reports ensuring compliance with P-card best practices and obtaining necessary approvals.
- Timely Communication:Oversee the Monthly Expiring Contracts email ensuring accurate and timely communication to King County agencies regarding expiring contracts.
- Onboarding & Offboarding Support:Assist with the onboarding and offboarding processes for P&P team members ensuring smooth transitions and adherence to County policies.
- Process Improvements:Contribute to P&Ps continuous improvement efforts by supporting process updates maintaining standard operating procedures and identifying opportunities to enhance efficiency.
- Special Projects: Execute assigned projects by coordinating tasks managing timelines and ensuring successful completion. Provide administrative support and documentation to facilitate efficient project execution.
Minimum Qualifications
- Prior experience in an administrative or office support role.
- Proven ability to provide excellent customer service to diverse stakeholders responding to inquiries professionally and promptly.
- Strong attention to detail and organizational skills with the ability to manage multiple tasks meet deadlines and ensure compliance with internal policies and regulations.
- Demonstrated ability to proactively identify and resolve issues by gathering relevant details from multiple sources.
- Reliability and accountability- team members can depend on this person to follow through on tasks meet deadlines and maintain consistency in their work.
- Familiarity with expense reporting and financial processes including P-card best practices or a willingness to learn.
- Proficiency in Microsoft Office Suite (Word Excel Outlook) and other administrative tools.
- Ability to adapt to changing priorities and contribute to a collaborative team-oriented environment.
- Strong written and verbal communication skills.
Preferred Qualifications
- Familiarity with King County policies procedures and systems.
- Experience with or willingness to learn about government procurement processes
- Experience updating and maintaining standard operating procedures and contributing to process improvements.
- Experience with records retention and management practices or familiarity with King Countys records policies.
- Familiarity with financial or procurement tools like Oracle EBS or SAP.
- Demonstrated ability to troubleshoot and resolve inquiries from customers or stakeholders promptly and effectively.
- Knowledge of or experience with SharePoint MS Teams and other collaborative tools.
- Previous experience in a government or public-sector environment.
- Experience with LEAN processes and principles.
- Proficiency with SharePoint MS Teams and other collaborative online tools.
Supplemental Information
The Procurement & Payables Section is part of the larger Finance and Business Operations Division portfolio of countywide services. FBODs vision Count on Us reflects the divisions deep-seated commitment to customer success equity employee engagement resource stewardship and operational excellence. If these values align with your own please apply and join FBOD for a rewarding career!
Position Information:
- Work Site Details:The work associated with this position will primarily be hybrid. In office requirements are set to 2 days per week. These are assigned days of the week. This may change as required by King County business needs and for meetings/events.
- Location Requirement:Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.
- 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.
- Union Representation: This position is 117 represented.
Employees will be provided with a County issued laptop. When working remotely employees must maintain a workspace with an internet connection (access may be supplemented in some situations) where they can reliably perform work remain available and responsive during scheduled work hours and follow FBODs Hybrid and Remote Guidelines including on-camera participation during virtual video meetings. King County has a robust collection of tools and resources to support working remotely.
The Application/Selection Process:The recruitment for this position is open to all qualified candidates. A completed King County Application is required. Applicants from this recruitment may be used to fill future opportunities in this job classification.We highly recommend that you also provide a resume and cover letter addressing how you meet the minimum qualifications and why you are interested in this position.The selection process typically consists of different phases: screening interview virtual interview and if successful pre-hire requirements consist of reference checking. For some positions additional phases may also include skill testing writing samples or additional interviews. Candidates will be updated on the status of their application via the email address used to apply.
Each phase is set for a specific day. Different times will be available for those days only. Please reach out to the contact below to confirm dates. Rescheduling interviews may not be possible.
Note: Online applications are preferred. However if you cannot apply online go to for other options.If you have any questions or concerns while applying please contact:Michael Castro Recruiter Email:
Required Experience:
Unclear Seniority
Employment Type
Temp
