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Administrative II / Recruiting Coordinator

Location: Seattle, wa
Job # 9293368
GENERAL PURPOSE: The position provides the full range of professional strategic administrative support in all aspects of the recruiting lifecycle including social media strategies, interview process coordination, applicant tracking, scheduling, phone screening, managing reference and background check processes, document control, temporary employment coordination, and creating, establishing and maintaining hiring file records. Position requires specialized technical, administrative, procurement, records management and travel program administration as well as general project management knowledge. The position requires the ability to exercise independent judgment, initiative, and decision making within defined guidelines. The position provides information to Agency staff, candidates, and the general public.
 
ESSENTIAL FUNCTIONS:
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
 
  • Coordinates Recruitment and Retention processes and procedures; managing multiple calendars.
  • Coordinates candidate interview processes for professional staff including all aspects of scheduling, candidate and panel coordination, panel logistics, and interview materials preparation and formatting.
  • Coordinates candidate travel requirements, including travel pre-authorization, lodging and reimbursements; prepares necessary reporting and documentation and ensures travel policies and procedures are adhered to.
  • Places weekly internal and external notices advertising job opportunities with the Agency as directed by recruitment and retention staff
  • Coordinates records management for the division in accordance with established agency records management guidelines; ensures that required documents for all hiring processes are included in the supporting hiring files.
  • Coordinate the Agency temporary labor contracts to ensure that temporary resources are available for departments needing temporary human resources, including obtaining referrals from vendors, monitoring budgets and processing requisitions and invoices to ensure timely payment;
  • Finalizes, proofs, formats and completes lay-out for various hiring and retention related professional documents from information prepared by staff;
  • Coordinates hiring activities with hiring managers and staff at all levels of the Agency
  • Provides project and meeting coordination support; prepares appropriate materials for meetings such as agendas and staff reports; provides research and analytical support of assigned projects, programs and functions; provides follow-up information; performs project tracking as assigned; and develops and oversees department space plan.
  • Provides administrative support and office management for the division; tracks and monitors various contracts for recruitment and retention projects and activities; prepares written correspondence and technical reports and technical Manuals; schedules meetings; and coordinates a variety of other administrative functions within the division.
  • Performs administrative duties to includes tracking and filing all applicable hiring materials independent of direct supervision, works effectively under pressure, meets deadlines, and adjusts to changing priorities;
  • Maintaining confidentiality and communication with tact and diplomacy;
  • Responding to verbal and written inquiries orally and in writing.
  • Other duties as assigned.
MINIMUM QUALIFICATIONS:

 
Education and Experience:
Associates Degree in business, technical, or closely related field and two years of professional administrative experience, with at least one year within human resources, preferably recruitment environment; OR an equivalent combination of education and experience. Proficiency in MS Office. Knowledge of Talent Management/ATS systems preferred.

 

 
Required Licenses or Certifications:
Possession of valid Washington State Drivers License.

 
Required Knowledge of:
  • Business and productivity applications including; Enterprise systems; computers and computer applications such as word processing, spreadsheets, and statistical databases.
  • Principles and practices used in establishing and maintaining files and information retrieval systems. Intermediate to advanced knowledge of principles and procedures of record keeping.
  • Work organization and office management principles and practices.
  • Processes, procedures, and practices of administration and office management.
  • Principles and practices of financial, statistical, and administrative research and report preparation.
  • Customer service skills, methods and techniques.
  • Communication techniques and strategies to facilitate responding to inquiries and routing calls and customers to the appropriate staff member.
  • Pertinent federal, state, and local laws, codes, and regulations.
  • Methods and techniques of proper phone etiquette.
  • Principles of business letter and report writing.
  • English usage, spelling, grammar, and punctuation.
Required Skill in:
  • Uses sound judgment, high level of confidentiality and the ability to escalate issues when necessary.
  • Superb customer focus, attention to detail and organization skills.
  • Ability to work in a fast paced, quickly changing environment.
  • Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups and the general public in a collaborative setting.
  • Ability to manage multiple concurrent tasks and shifting priorities.
  • Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports using SharePoint, Microsoft Office and Visio.
  • Applying appropriate oral and written communication techniques to various individuals.
  • Providing technical expertise and assistance in administering the project coordination functions for assigned programs and projects.
  • Interpreting and administering policies, procedures and applicable federal, state, and local policies, laws, and regulations as it pertains to assigned area, Ability to discuss, resolve, and explain them to staff and other constituencies.
  • Performing administrative support duties involving the use of independent judgment and personal initiative and resourcefulness. Reviewing budgetary information for assigned projects and development of reports and presentations.
  • Strong written, verbal and presentation skills and the ability to explain technical concepts to end-users.
  • Conducting research and analysis and providing appropriate recommendations based on findings. Collecting, evaluating, and interpreting information and data from multiple sources.
  • Performing post-award contract administration and ensuring expenditures are within current budget and contract authority.
  • Implementing, editing and maintaining filing systems.
Physical Demands / Work Environment:
  • Work is performed in a standard office environment.
  • Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.
The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.
It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.

Location: Downtown Seattle
Duration: 6 months extendable to 12 months

Hours: 40 hours per week
Rate: $17 per hour
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