Administrative Staff Assistant

Seattle Parks and Recreation (SPR) is a national leader and innovator in the services and programs we provide to our residents who enjoy our public spaces such as parks, community centers, specialty gardens and swimming pools. Our mission is to equip employees and the public for well-being as we support healthy people, a thriving environment and vibrant community. We provide safe and accessible spaces for residents and visitors to work, recreate, rejuvenate and enhance quality of life and wellness for children, teenagers, adults and seniors.

Delivering excellent customer service to all is a core value.

Seattle Parks and Recreation commits to advancing equity and social justice in our department and in every neighborhood by growing a dynamic and diverse workforce, developing strong investments, growth opportunities and beneficial partner strategies as we acknowledge and pledge to close disparities created by historical practices which often hindered workforce development, environmental justice, access to quality open spaces, programs and facilities.

The Planning and Capital Development Division (PCD) provides long range planning, technical design and construction oversight for SPR major maintenance and development projects. PCD is comprised of project managers, engineers, landscape architects, planners and administrative staff.

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 Peformance.

• 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.

• 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.

• Processes and submits receipts for departmental or program-related purchases.

• Receives, logs, and distributes invoices or other documents for proper review and approval routing.
• Serve as note taker at times, route meeting records for approval and store according to documentation standards.
• Utilizes PCD’s internal project management file system, project management software and supportive software to assist in compiling…