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Administrative Specialist I

Location: Everett, WA
Job # 6854511
Under general supervision provides general administrative support to department(s) and to Committee(s). Researches and compiles data for a variety of department reports and meetings. Organizes, and coordinates department events. Prepares purchases documents. Facilitates process. Organizes and maintains records and files. Assists with projects; and orders supplies.<br>
 Essential Duties:
1. Gathering information, writing copy, editing, preparing for publication, and overseeing distribution of correspondence and reports.
2. Performs inventory spot checks and monthly counts of supplies.
3. Plans department events including quarterly meetings, department retreats, work-team retreats, training events, and other events as required. Research event sites, solicits quotes from vendors, negotiates rates, confirms arrangements and purchases all necessary supplies. Prepares any documents required to support the event.
4. Administers department program(s). Selects and orders equipment and service plans. Audits invoices and sends monthly reports.
5. Acts as Custodian for processes.
6. Researches and compiles data, statistics, and samples for review and evaluation; prepares and publishes regular reports.
7. Provides support for non-routine meetings especially vendor interview and vendor pre-proposal conferences where the result becomes part of a procurement solicitation document or support a procurement decision.
8. Makes travel arrangements for department employees. Makes the reservations, confirms final arrangements and arranges for a travel advance.
9. Acts as liaison for the department with internal and external customers.
10. Provides general administrative support for the department, preparing purchase documents, taking minutes, typing correspondence, maintains and archives files.
11. Performs other duties in a similar nature.<br>
 Minimum Qualifications:
Associate's degree (AS or AA) or a two-year technical certificate.
Proficient Microsoft Office user.
3 years of administrative experience required, an AA degree or technical certificate can substitute for 2 years of experience.
An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above may be considered in rare instances.<br>
Desired Qualification:
Official IAAP certification<br>
 Knowledge Required:
1. Microsoft Office and Office administrative procedures.
2. Writing, editing, proofreading and composing meeting minutes.
3. Planning and organizing events.
4. Time management and prioritizing.
5. Computers and associated equipment - printers, scanners, audio/visual equipment, word processing, spreadsheet and presentation software.
6. Other office equipment - calculators, multi line phones, copiers, faxes, binding machines and shredders.<br>
Skills Required:
1. English grammar and business writing
2. Customer service and interpersonal communication.
3. Prioritization
4. Exercising good professional judgment
5. Basic math<br>
Physical Requirements:
Fingering, grasping, feeling, talking, hearing/listening, seeing/observing, repetitive motions, lifting/carrying, climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling.<br>
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Location: Everett, WA
Pay Rate: $11.84
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