[Hiring] Administrative Staff Assistant @City of Seattle

Role Description

The PCD Administrative Staff Assistant performs a variety of routine to moderately complex administrative, operational, and facilities-support functions to ensure the efficient daily operation of the PCD office, fleet resources, and internal service processes. The position is responsible for supporting supply procurement, fleet documentation, invoice routing, and recruitment activities, while maintaining consistent communication with departmental staff, vendors, and City service partners such as IT and Fleet Services. Work is performed under general supervision with expectations for independent task management and timely follow through. This position will report to the Division’s Strategic Advisor for Budget and Performance.

Job Responsibilities

Essential Duties

• Office Operations
  • Orders, tracks, and distributes office supplies; maintains inventory levels and records.
  • Delivers inter-office mail and materials to individual workstations.
  • Submits service requests to Information Technology for conference room equipment; monitors progress and ensures issues are resolved.
  • Updates and maintains documentation, logs, and posted materials in the mail room and associated support areas.
  • Maintains office floor plan and coordinates installation of office hardware and elements, including furniture, modular walls, and associated components.
  • Provides front desk reception and customer service by greeting and directing visitors, answering and routing calls, responding to routine inquiries, and ensuring a professional and welcoming office environment.
• Fleet Coordination
  • Conducts weekly checks of pooled vehicle keys and related inventory records.
  • Assigns vehicles to staff based on established procedures and availability.
  • Coordinates preventive maintenance (PMs), transporting vehicles to and from service locations as required.
  • Maintains fleet documentation, logs, and compliance materials.
• Administrative & Financial Processing Support
  • Processes and submits receipts for departmental or program-related purchases.
  • Receives, logs, and distributes invoices or other documents for proper review and approval routing.
  • Serves as note taker at times, routes meeting records for approval and stores according to documentation standards.
  • Utilizes PCD’s internal project management file system, project management software and supportive software to assist in compiling data and project records, proposes and implements streamlined internal office procedures.
• Events & Internal Support
  • Provides logistical support for quarterly all-staff meetings or other events, including room setup, materials coordination, arranging for food, and vendor or IT arrangements.
  • Assists in scheduling support for division-wide functions, division management team, and Director.

Qualifications

• 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.
• 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).

Requirements

• Knowledge of office operations, procurement practices, and basic facilities coordination.
• Familiarity with fleet documentation, PM scheduling, and inventory procedures.
• Ability to follow established City administrative and financial processes.
• Skill in organizing multiple tasks, prioritizing workload, and meeting deadlines.
• Ability to maintain accurate records, logs, and tracking documents.
• Strong communication skills for working with staff, vendors, and service partners.
• Ability to perform physical tasks such as moving supplies, transporting equipment, and driving City vehicles as assigned.
• Proficiency with office productivity software such as Outlook, Excel, Word, and SharePoint.
• Excellent interpersonal skills, the ability to communicate positively and effectively with a professionally and culturally diverse workforce.

Benefits

• Comprehensive benefits package including vacation time, 12 paid holidays, and sick leave.
• Medical, dental, vision, life and long-term disability insurance for employees and their dependents.

Application Process

Please submit the following with your online application:

• A current resume of your educational and professional work experience.
• A cover letter in which you clearly describe how your knowledge, experience, skills, and abilities prepare you for the job responsibilities and qualifications outlined in the job announcement.

Incomplete Applications will not be considered.

All approved candidates for this position will be required to perform working tests as a portion of the hiring process.

Who May Apply

This position is open to all candidates that meet the qualifications. Seattle Parks and Recreation 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, or gender identity. Seattle Parks and Recreation encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQIA+, people with disabilities, veterans, and those with diverse life experiences.