Job Posting for ADMINISTRATIVE SPECIALIST at Snohomish County

Snohomish County Department of Emergency Management (DEM) is seeking a highly capable and motivated Administrative Specialist to join our team.

As an Administrative Specialist you will be responsible for coordinating and managing a diverse range of tasks and activities that are administrative and finance oriented. You will be responsible for providing administrative support to the Department as requested. This may include answering the main phone line, assisting walk-in customers, ordering supplies, making copies, scanning, filing, and providing general assistance to support staff. You will work with staff and management to find responsive records for any public records requested of the department. You will also have the opportunity to aid the Director and Deputy Director with scheduling meetings, generating meeting briefing materials, meeting agendas, meeting preparation, meeting monitoring, and meeting minutes.

Some of your finance responsibilities may include preparing financial data and reports necessary for the maintenance of the department’s budgets (General fund, Special fund and Grant); maintaining departmental administrative and program ledgers; monitoring and verifying the preparation and classification of accounting entries such as journal vouchers and accounts receivable billings; reconciling department ledgers with the County financial system; researching and correcting any errors that are identified.

This position will be a member of Emergency Operation Center (EOC) staff during emergency activations, which may require work after hours and on weekends.

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who come from a less traditional background. Snohomish County will consider any equivalent combination of knowledge, skills, education and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

BASIC FUNCTION

To provide administrative support services to assigned division or department.

Develops and maintains manual and computerized financial management systems; assesses computer hardware and software requirements and makes recommendations as appropriate; coordinates computer related matters with department systems personnel and Department of Information Services; develops and maintains graphics for county code publication on the internet as required; assists with equipment procurement; participates in developing and implementing strategies for paperless agenda objective.
Supervises or personally prepares financial data and reports necessary for the development and maintenance of the department/division annual budget; regularly monitors revenue and expense data of assigned operations; coordinates accounting activities with other departments to ensure proper documentation, tracking, and accounting of financial transactions; prepares correspondence and supporting documents for budget transfers, supplemental and emergency appropriation requests.
Provides technical guidance and training to division and department leaders and grant program coordinator in use of financial data for budget development and maintenance, payroll, employee time records, acquisition of equipment, supplies and services; assists in the administration of county personnel practices and procedures; assures compliance with applicable department, county, state and federal policies and procedures.
May plan, organize, coordinate and supervise the work of secretarial and/or office subordinates; may participate in and make recommendations concerning the hiring, discipline, transfer and termination of employees; may advise, assist, train and evaluate employees as necessary.
Supervises the preparation of or personally prepares and maintains all employee time records and payroll information.
Maintains department equipment inventory; develops and maintains acquisition and replacement schedule; develops forms and procedures for use in obligation of budgeted funds, purchases of supplies and equipment and requests for services.
Develops and maintains a department space allocation and facilities plan.
Prepares detailed reports and conducts auditing procedures including deposits, sales, taxes, and balance sheets.
Oversees retention and storage system for all financial records and official department documents as assigned.
Recommends and implements operational efficiency methods; undertakes research and analysis projects as directed.
May work with staff and management team members on a regular basis to develop programs, plan and coordinate events, create efficiencies in overall operation of the facilities and administration.

STATEMENT OF OTHER DUTIES

Performs related duties as required.

MINIMUM QUALIFICATIONS

A Bachelor's degree; PLUS, two (2) years experience in office/operations management; OR, any equivalent combination of training and/or experience that provides the required knowledge and abilities. Must pass job related tests.

SPECIAL REQUIREMENTS

A valid Washington State Driver's License may be required.

KNOWLEDGE AND ABILITIES

practices, methods and procedures of government accounting, budgeting and financial management
computer technology
office practices and procedures
supervisory methods and techniques

Ability to:

operate computer terminals and a variety of applied software packages
analyze and resolve work related problems
exercise initiative and judgment and make decisions within the scope of assigned authority
communicate effectively both orally and in writing
establish and maintain effective work relationships with department personnel, public and private officials, other county employees and with the general public
operate standard office machines and equipment
exercise initiative and judgment and make decisions within the scope of assigned authority
handle multiple tasks efficiently in a busy office environment
communicate effectively to a wide range of customers while providing a high level of service

SUPERVISION

Employee receives limited supervision from an administrative superior as assigned. The work is carried out independently in accordance with instructions, established policies and accepted practices.

WORKING CONDITIONS

The work is performed in the usual office environment with some evening and weekend hours as required.

Snohomish County is an Equal Employment Opportunity (EEO) employer.
Accommodations for individuals with disabilities are provided upon request.
EEO policy and ADA notice

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Job Posting for ADMINISTRATIVE SPECIALIST at Snohomish County

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