Administrative Specialist - BU

The City of Seattle’s Legislative Department is seeking a full-time Administrative Specialist I to support our Legislative Operations Team. This team provides front-line support to the public on behalf of the Legislative Department; excels at exceptional customer service in a fast-paced, highly sensitive, and confidential environment; and assists a myriad of stakeholders daily, including elected officials, division directors, dignitaries, community groups, media, and the public.

In this role, you will play a vital role in the department by maintaining a welcoming reception area, supporting the legislative process through public notifications, and providing administrative support to all City Council offices and Legislative Department divisions. The nature of this position involves regular multi-tasking and interpersonal interaction and requires exceptional communication and customer service skills.

• Are passionate about customer service and are eager to dive into new challenges with an abundance of professionalism, positivity, and urgency.
• Can comfortably use your own judgement to accurately and timely accomplish daily tasks.
• Can easily communicate and coordinate with internal City partners and external stakeholders.
• Are able to maintain regular and reliable attendance. The typical schedule for this position is Monday through Friday, 8:00 a.m. to 5:00 p.m. Daily in-person attendance at City Hall is required for this position.

• Assist visitors at the Legislative Department reception desk, including connecting guests with City Council offices and providing basic information about City Council business and the legislative process.
• Serve and assist a wide range of customers, including Federal, State, and City-Level Elected Officials, Executive Department Directors, foreign delegations and other functionaries, community groups, members of the media, and guests from the public.
• Ensure visitors are signed in and following department protocol.
• Monitor the City Council main business phone line; answer and route calls to the appropriate City Council office or refer calls to other City departments and external agencies.
• Provide excellent customer service.
• Follow and enforce specific security and safety protocols while covering the service desk.
• Respond to internal and external customer inquiries.

• Maintain and coordinate Department and Council calendars.
• Maintain logs, statistics and information regarding services, tasks, customer interactions, and other information.
• Scan and manage documents and files; create/modify signs or other information such as business cards and custom publications.
• Assist with printing agendas and make them available to the public as directed.
• Complete research requests, and develop reports, forms, invoices, charts, other as requested.
• Assemble proper information and documentation to assist with legislative processes.
• Proofread documents and prepare finished copies as requested.
• Process incoming and outgoing mail.
• Maintain internal department contact information in reference documents and on internal web.
• Perform other related duties as required.

• Coordinate resources for department and council meetings (e.g. conference rooms or facilities, equipment, and/or light refreshments).
• Format and publish City Council agendas and meeting details.
• Prepare Council Chamber for meetings.
• Assist with department special events as needed.
• Provide support in moving and arranging office equipment and furniture during office layout changes as needed.

One year of office clerical experience (or a combination of education, training, and/or experience which provides…