Administrator I

In general provide support to senior level administrative staff and CMU staff construction projects and conveyance inspection to:

• Prepare and manage all correspondence purchases of materials and services business planning documents staff memberships travel requests and other document packages that require preparation routing and approval. This process includes formatting proofreading and editing to ensure compliance with administrative operations policies and procedures incorporating comments coordinating signatures coordinating production copying printing scanning coding tracking and distribution of contract documents reports and correspondence.
• Provide office setup and coordination for permanent and temporary construction project offices. Includes coordinating moving services procurement of office supplies office furniture and equipment managing janitorial services setting up water service and garbage/recycle services. Assist with staff management office space management workstation moves and maintenance and facilities requests.Proactively provide administrative and staffing support to the supervisors including staff management onboarding of new employees new hire set-up procurement of equipment and supplies and employee exiting.Coordinate repair maintenance and calibration of office equipment cell phones and staff apparatuses.
  
• Organize plan schedule and manage meeting logistics for construction project teams events and others as needed. Proactively and efficiently manage Outlook and SharePoint calendars including sending meeting notifications make room reservations and set up of the meeting rooms. Coordinate the preparation of agendas and information packets for meetings and prepare meeting notes. Be capable of producing clear and complete meeting notes.Assist staff in research producing internal communication materials organizing workshops and project related events.
• Manage construction project records using the network and SharePoint. Work with others to develop maintain and manage project SharePoint sites for office functions and for individual projects. Set up and maintain SharePoint files and project files for construction projects using the standard Construction Management Correspondence System Filing Index.
• Manage vehicle assignments maintenance usage logs and reporting.
• Manage office assets including tracking location and disposition.
• Plan coordinate and schedule staff domestic and international travel hotel and rental car accommodations. Manage staff training requests for conferences/meeting registrations and educational materials.
• Coordinate purchases as a King County P-Card holder. Process submit and reconcile expense reports in Oracle EBS in compliance with King County Procurement & Payables policy.
  Manage vendor contracts and reconcile invoice discrepancies. Track vendor payments to ensure timeliness of payments. Prepare employee reimbursements in Oracle EBS in compliance with King County policies.

Qualifications You Must Bring:

• Two years of college coursework and at least three years of progressively responsible administrative experience or an equivalent combination of education and experience that demonstrates the ability to perform the work.
• Demonstrated ability to learn interpret and apply precise standards of King Countys administrative procedures and contract management policies.
• Excellent skills in proofreading documents editing content with detailed attention to vocabulary punctuation grammar formatting spelling and composition.
• Experience working and collaborating closely with supervisors and multiple groups and field teams to prioritize tasks projects and requests.
• Demonstrated proficiency in Microsoft applications: Adobe Pro Excel (ability to develop worksheet formulas perform complex operations and develop graphs and charts) PowerApps Word Outlook PowerPoint and SharePoint.
• Experience with (or ability to learn) Content Manager System (CMS).
• Ability to perform basic accounting and mathematical calculations accurately.

• Customer Focus- Building strong customer relationships and delivering customer-centric solutions.
• Communicates Effectively- Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
• Collaborates - Works cooperatively with others across the organization to achieve shared objectives. Represents own interests while being fair to others and their areas. Partners with others to get work done. Credits others for their contributions and accomplishments. Gains trust and support of others.
• Interpersonal Savvy- Relating openly and comfortably with diverse groups of people.
• Action Oriented- Readily acts on challenges without unnecessary planning. Identifies and seizes new opportunities. Displays a can-do attitude in good and bad times. Steps up to handle tough issues.
• Manages Complexity - Making sense of complex high quantity and sometimes contradictory information to effectively solve problems.

• Proficiency as a developer and/or administrator of SharePoint sites.
• Knowledge and experience in Construction Management administrative practices and construction terminology.
• Experience with coordinating travel for staff.
  

Working Conditions:

• Remote and Onsite Work Details:The Construction Management Unit works in a hybrid model with days in the office as well as telecommuting. The ratio of remote to onsite work will be dependent on business needs and is subject to change. The primary onsite location is North Satellite Office (2500 W Jameson St Seattle WA 98199) East Satellite Office (Brightwater Treatment Plant - 22505 State Route 9 SE Woodinville WA 98072) and South Satellite Construction Office (South Treatment Plant - 1200 Monster Road SW Renton WA 98057). Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements. King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will join an innovative and progressive team that is redefining how we work as we transition to the departments hybrid environment. Employees will be provided with a County-issued laptop and must maintain a home workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours.
• Work Schedule: This full-time position works a 40-hour work week Monday - Friday 8:00am to 4:30pm. This position is covered under the provisions of the Fair Labor Standards Act (FLSA) and is overtime eligible.
• Union Representation: This position is represented by Teamsters Local 117 Wastewater Treatment Division Professional & Technical and Administrative Support

• Complete Application
• Resume
• Cover Letter

• Onsite Technical Assessment (15 minutes) - Week of 6/22
• Onsite Panel interviews (50 minutes) - Week of 7/6