New job Confidential Secretary I in Washington
Confidential Secretary I
Company : King County
Salary : $63,794 - $80,870 a year
Location : Washington
Full Description
Summary
- Would you like to see the balcony view of public health from a division perspective?
- Would you like to work closely with a mission-driven team committed to Equity and Social Justice?
- Are you committed to customer service and providing support to others?
The executive assistant position will have the opportunity to:
- Manage complex scheduling for the administrative team,
- Provide systems support to efficiently produce documents including meeting minutes, track and report information, and operate finance and personnel online systems while maintaining confidentiality
- Provide technical support for online meetings
- Provide quality customer support to the division programs for timely completion of business processes, adherence to Department and Division policy, and efficient issue resolution.
This position reports to the Director of the Prevention Division. Interviews for this position are anticipated to occur the week of May 17, 2021.
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.
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 your recruiter listed on this job announcement.
WHO MAY APPLY: This position is open to all qualified applicants
APPLICATION PROCESS:A complete application packet will consist of the following:
- NEOGOV/Government Jobs on-line or paper application
- Cover letter describing how your experience prepares you for the position
- Thorough responses to the supplemental questions
Please note: Your application will be rejected as incomplete if you do not include the requested information in the online application. Applications and/or Supplemental Questionnaires that state "see resume" or "see my personnel file" are considered incomplete and will not be accepted.
Resumes are not accepted in lieu of a completed job application.
WORK LOCATION: Chinook Building 401 5th Ave. Seattle, WA with an ability for partial telework. Some of the work associated with this position will be performed remotely, at least through July 5, 2021 in compliance with King County’s telecommuting mandate. It is possible that the work will be primarily performed remotely on an ongoing basis after July 5, 2021. Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours. Employees must reside in WA state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements. There will be situations where the employee is required to report to a County worksite. Please note that when an employee conducts work that is likely to bring them in contact with another individual, safety precautions are required by the department in alignment with the Public Health Directive from the Seattle & King County Public Health Officer.
To support employees during this time King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will be joining an innovative and progressive team. King County is doing its part to reduce the spread of COVID-19 and remains committed to reducing our carbon footprint.
WORK SCHEDULE: Monday through Friday 8:00 am - 5:00 pm
CONTACT: For questions about this recruitment, please email Debbie Baker, Human Resource Analyst at [email protected]. or 206-263-4053
Job Duties
Duties include, but are not limited to:
Division Director Support:
- Coordinate and maintain division director’s complex calendar. (Includes daily monitoring and frequently changing priorities)
- Prepare/gather briefing documents for department/executive level meetings.
Prevention Administrative Team Support:
- Work closely with eight-person Prevention Administration (Admin) Team to prioritize tasks, projects and requests.
- Coordinate and maintain calendars for the Prevention Admin Team based on business priorities.
- Serve as liaison between Prevention Admin, Public Health Office of the Director, and Prevention program managers on administrative, process, and technical issues.
- Facilitate processing of all Prevention Admin Team travel/training requests, travel expenses, and general purchases.
- Prepare/proof-read/compose correspondence for Prevention Admin Team signature.
General Division Support:
- Travel Coordinator for all division travel requests and participate on department-wide project team to develop and coordinate division roll out of new travel processes.
- Manage and administer food purchasing requests for the division.
- Facilitate agenda-building and documentation for all Prevention Leadership Team & Admin Team meetings. (e.g. weekly huddles, tactical meetings, retreats, trainings, division-wide meetings, etc.)
- Maintain e-mail distribution lists, directories, organizational charts and emergency contact information.
- Coordinate content and organization of Prevention Admin Teams site.
- Maintain and develop databases and produce reports (e.g., performance reviews, service awards, etc.).
- Other duties as assigned, including emergency preparedness response activities during an incident or disease outbreak.
Office Management:
- Review and prioritize all incoming division mail and paperwork.
- Manage centralized copy machines/printers on Chinook 12th floor.
- Provide direct support for zoom meetings, serving as a host as needed.
- Maintain division electronic and paper files, including personnel, correspondence, food requests/approvals, and day travel requests.
- Procure and pay for supplies/items using P-Cards and Oracle
- Provide office management of records retention
Experience, Qualifications, Knowledge, Skills
- Exceptional written, verbal, and interpersonal communication skills.
- High level of computer proficiency with Microsoft Outlook, all Microsoft 365 products and Adobe Acrobat.
- High level of integrity and discretion in handling confidential information and interacting with professionals inside and outside the County.
- Demonstrated understanding of and commitment to racial justice.
- Ability to organize, prioritize and work on multiple assignments and deadlines within tight timeframes while maintaining high attention to accuracy.
- Able to adapt to changes and/or seek clarification in workload, priorities, and deadlines.
- Ability to resolve administrative details independently, while exercising good judgment in keeping team members adequately informed.
- High level of integrity and discretion in handling confidential information and dealing with professionals inside and outside the County.
- Experience organizing logistics for meetings
Desired Qualifications
- Proficiency as a SharePoint and Teams user and/or administrator
- Experience with administering records retention
- Experience organizing logistics for executive level meetings
Supplemental Information
Your application materials must validate your answers to the supplemental questions. If your answers cannot be validated, you will not proceed to the next steps of the process. This selection process may include, but is not limited to: evaluation of application materials and supplemental questions, testing and interviewing. For more information on our selection process, please refer
to: http://www.kingcounty.gov/healthservices/health/jobs.aspx
Public Health relies on Microsoft Office, and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.
Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.
Staff may be required to play a role as a first responder in the event of a Public Health emergency.
NECESSARY SPECIAL REQUIREMENTS: Employees are required to protect the privacy and security of protected health information as defined in State and Federal law.
Employees are required to adhere to OSHA/WISHA guidelines including, but not limited to completing their mandatory trainings on time.
UNION AFFILIATION: This position is not represented
This is a Career Service Exempt Position, FLSA non-exempt