DHR Office Manager (Administrator II)
King County - seattle, WA
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Salary: $40.95 - $51.91 Hourly Location : Seattle, WA Job Type: Career Service, Full Time, 40 hrs/week Job Number: 2024JM22731 Department: DHR - Dept. of Human Resources Division: HR Director's Office Opening Date: 10/04/2024 Closing Date: 10/20/2024 11:59 PM Pacific FLSA: Non-Exempt Bargaining Unit: Z3 : KC Personnel Guidelines Full- or Part-Time: Full Time Hours/Week: 40 hours/week Summary This recruitment is open to King County employees only. Are you an administrative professional with a passion for customer service, process improvement, and collaborative teamwork? The Department of Human Resources (DHR) seeks an experienced Office Manager (Administrator II) to play a pivotal role in overseeing daily operations throughout the department. This position also supervises the Receptionist (Administrative Specialist I). The Office Manager will execute a variety of routine and complex administrative duties in support of the day-to-day operations and will serve as a resource to staff and the public. Administrative duties include general office support, onboarding and offboarding of employees, coordination of equipment and supplies, planning and monitoring of department wide issues, facilities management, and annual compliance coordination. This position collaborates with both Department administrative and leadership staff, including executive assistants and supervisors, to perform these duties, while also working directly with departmental employees to support their needs. The successful candidate will be customer focused and detailed oriented with excellent process management and organizational skills. We are looking for candidates that are personable, reliable, and are comfortable working independently. Job Duties Applying equity and social justice (ESJ) principles is a daily responsibility and a foundational expectation for all King County employees. This role will champion King County's deep commitment to ESJ by exemplifying shared values, behaviors, and practices in all aspects of the work. As the Office Manager, you will: Oversee the daily operations of the DHR offices. Supervise and lead the Receptionist (Administrative Specialist I). Assign and monitor tasks, distribute, and delegate work, and conduct performance evaluations. Serve as resource and initial point of contact for staff and public inquiries that can range from informational to matters that are sensitive, controversial, and confidential. Provide support in office management planning and monitoring including issue resolution and assign and monitor workload. Prepare various DHR facility-related requests; order, troubleshoot, and prepare technical equipment for staff; order and purchase office supplies; manage telecom coordination. Provide support in onboarding requests for DHR employees to include badge access, ordering of KCIT equipment to include applicable access. Provide back up support for the Senior HR Analyst for onsite onboarding activities of new employees which include the processing of I-9 forms and other new hire paperwork. Provide support in the offboarding of exiting employees; collecting, documenting and returning of County assets. Provide support in the development and implementation of administrative workflow process improvements. Participate in strategic planning efforts and help develop and/or revise policies and procedures for department Administrative Team. Maintain organized, accurate, and accessible records and filing systems, including complex records, correspondence, and related documents. Filing systems include digital and physical documents. Prepare presentation materials and publications for internal use. Manage space planning coordination, including managing internal moves for DHR staff. Manage facility coordination support. Act as the liaison for building issues, serve as the King Street Center (KSC) 8th Floor Safety Warden, attend KSC safety committee meetings on behalf of DHR, coordinate with Facilities Management Division (FMD) on building and facility issues, and facilitate the resolution of workstation ergonomic issues with FMD and Safety and Claims. Maintain and update data and materials related to department functions by utilizing MS Office 365 applications and specialized database systems (i.e. Oracle EBS, Peoplesoft, or similar such software). Manage Outlook distribution groups, online directory coordination, and the human resources central inbox. Provide back-up assistance to support the King County Service Award Program. Assist with special projects in support of the department. Maintain confidentiality regarding sensitive human resources information and employee data. Other duties as assigned. Experience, Qualifications, Knowledge, Skills Minimum Qualifications Five years of progressively responsible administrative experience related to the duties of the position; OR any equivalent combination of experience and education which provides the applicant with the desired skills, knowledge, and ability required to perform the work. Proven experience as an office manager related to the duties of the positions. Knowledge of King County human resources operations. Experience supervising, coaching, and mentoring employees. Other Qualifications Skill and experience providing excellent service to internal and external customers with the ability to work positively within a team environment, maintaining professionalism, patience, and etiquette in all encounters. Ability to identify and prioritize time sensitive matters and respond with a sense of urgency, as needed, while adapting to changes in workload demands. Ability to work independently and oversee the smooth operation of administrative staff demonstrating professionalism and integrity in all interactions. Ability to establish and maintain effective relationships at all levels of the organization. Experience and ability to multi-task in a fast-paced environment with multiple deadlines and changing priorities including the ability to identify and prioritize time sensitive matters and respond based on urgency. Ability to take initiative and accountability for work product and quality service delivery. Ability to exercise a high level of confidentiality and discretion in handling sensitive matters. Ability to analyze, problem-solve, and conduct research in order to complete and oversee work assignments. Experience leading process improvement initiatives and implement changes as a result. Ability to work effectively with other County agencies and external partners while yielding appropriate amounts of discretion. Exceptional software skills and proficiency in using Microsoft Office 365, including Word, Excel, Outlook, PowerPoint, and Teams. Desired Qualifications Experience in the public sector Experience in a unionized environment Experience with PeopleSoft Work Schedule This position is non-exempt from the provisions of the Fair Labor Standards Act and therefore 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. This position is classified as an Administrator II; class code . Teleworking Requirement The Department of Human Resources has a hybrid workforce with employees working both onsite and from home. The work associated with this position is currently being performed predominantly through telework, however this position does require onsite work and in-person meetings as needed. Frequency of onsite work will vary based on business and operational needs. Employees must reside in Washington State and within a reasonable distance to their King County worksite to respond to workplace reporting requirements. 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. For more information, contact: Jen Montoya, Senior HR Analyst at Supplemental Information Who May Apply This recruitment is open to King County employees and will be used to fill one career service position. Selection Process Forms and Materials Required An online employment application /jobs. The employment history should go back at least 10 years if you have 10 years of employment, or more to include all relevant experience. Resumes will not be accepted in lieu of a completed application. All relevant experience must be included in the application. A cover letter no more than two pages summarizing how you meet the required experience, qualifications, knowledge, and job skills listed above. In addition, please share why you are interested in this position. This is a required application material. If a cover letter is not received, your application will be considered incomplete and will not be considered. Applicants will be screened for competitiveness, completeness, and written communication skills. Initial screening will be based on a review of application materials. The most competitive candidates will be invited to participate in a series of one or more interviews. Forbes 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 , 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 the recruiter listed on this job announcement. King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being. Eligible positions receive the following benefits and have access to the following programs: Medical, dental, and vision coverage: King County pays 100% of the premiums for eligible employees and family members Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents Retirement: King County employees are eligible to participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan Transportation program and ORCA transit pass 12 paid holidays each year plus two personal holidays Generous vacation and paid sick leave Paid parental, family and medical, and volunteer leaves Flexible Spending Account Wellness programs Onsite activity centers Employee Giving Program Employee assistance programs Flexible schedules and telecommuting options, depending on position Training and career development programs For additional information about employee benefits, visit our This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails. NOTE: Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass. For inquiries about the specifics of this position, please contact the recruiter identified on this job posting. 01 Are you applying to this position as an eligible current or previous King County Employee Priority Placement Program Participant? ANDIs this position the same or lower percentage of full-time when compared to the position held at the point of the notification of layoff? ANDDo you possess the skills and abilities to qualify for this position? Yes, I was given a layoff notice from my Career Service role at King County and I am within two years of the effective date of my layoff. Additionally, the position I was laid off from was the same or a higher percentage of FT status when compared to this one. No. 02 If you answered yes to the question above and you are applying for this position as a Priority Placement Participant, to be considered, you must provide the following three pieces of information in the space provided:1. The title you held when you received your layoff notice2. The department you worked in3. The effective date of your layoff 03 This recruitment is open to King County employees only. Are you a currently employed King County employee? Yes No 04 How many years of progressively responsible administrative experience related to the job duties of the position do you have? Less than three years of experience Three to four years of experience At least five years of experience More than five years of experience 05 Where did you gain the progressively responsible administrative experience related to the duties of the position? Please list the employer. If no experience, list N/A. 06 Do you have experience supervising, coaching, and mentoring employees? Yes No 07 If you answered Yes to the question above, please list where you gained this experience. 08 Do you have knowledge of King County human resources operations? Yes No 09 Please check all the desired qualifications you have Experience in the public sector Experience in a unionized environment Experience with PeopleSoft None of the above 10 In addition to the online employment application, a cover letter is a required application material. If a cover letter is not received, your application will be considered incomplete and will not be considered.Have you attached your cover letter (no longer than two pages) summarizing how you meet the required experience, qualifications, knowledge, and job skills listed in the job posting and why you are interested in this position? Yes No Required Question
Created: 2024-10-08