Administrative Specialist II - BU

The Department of Education & Early Learning’s (DEEL) mission is to transform the lives of Seattle’s children, youth, and families through strategic investments in education. We believe all children and youth—prenatal through postsecondary—deserve equitable access to high-quality learning environments, support services, and opportunities. Our staff partners with families, schools, and community organizations to eliminate opportunity gaps and ensure students are supported to graduate prepared for the future of their choice.

DEEL is seeking an Administrative Specialist II to join our central administrative team within the Leadership & Administration (L&A) Division, providing specialized support to the Programs Division, which includes the Early Learning, K–12, and Postsecondary teams. This position reports to the Operations Manager.

• Take, prepare, and distribute meeting minutes aligned with department norms; support virtual meeting logistics; and track action items.
• Create, edit, and maintain correspondence, spreadsheets, presentations, documents, surveys, templates, forms, and agreements; review documents for completeness.
• Coordinate in-person and virtual events, including venue reservations, interpreter scheduling, partner coordination, equipment support, and catering.
• Support production of public-facing materials, including translation, printing, ADA remediation, and mailing services; maintain email lists for partner groups.
• Process invoices, track expenditures, and support staff with training registrations and travel logistics.
• Maintain electronic and manual filing systems and support routine data entry.
• Oversee department audiometer equipment inventory, including annual calibration, asset tracking, and equipment assignments/returns.
• Assist management with special projects, including gathering and compiling information and resources.
• Participate in department continuous improvement efforts and provide backup support to administrative teammates.
• Assist with onboarding and training new staff members.

• Providing administrative support in a public agency, human services, and/or education setting
• Proficiently using Microsoft Suite, including Outlook, SharePoint, Teams, Forms, and Excel
• Proficiency with Adobe Sign is desired
• Complex meeting coordination, note-taking, and schedule management in a deadline-driven environment
• Providing culturally responsive, human-centered customer service to internal staff and diverse communities
• Processing invoices and credit card reconciliations using complex budget coding in People Soft is beneficial
• Creating written procedures is beneficial
• Asset tracking is beneficial

• Exceptionally detail oriented and organized
• Strong problem-solving skills with an interest in continuous improvement
• Ability to independently produce high-quality work while thriving in a collaborative team environment

• Comfortable learning new systems and technologies
• Effective communicator who can support staff, partners, and stakeholders in a variety of contexts
• Willingness to attend occasional off-site community meetings during the evening or weekends

Please note that this job advertisement is not intended to cover or provide a comprehensive listing of the activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

In addition to the qualities mentioned above, you will need to possess the following required qualifications (or a combination of education, training, or experience that provides an equivalent background required to perform the work…