Salary

$83,865.60 - $106,308.80 Annually

Location

Seattle, WA

Job Type

Appointed

Job Number

2023-18888

Department

KCIT - Information Technology

Division

Office of the CIO

Opening Date

05/18/2023

Closing Date

6/4/2023 11:59 PM Pacific

FLSA

Non-Exempt

Bargaining Unit

Z3 : KC Personnel Guidelines

Summary

KCIT is seeking an Executive Secretary/Assistant II with a driving passion for the work, brings humility to their job and interactions, and understands how their actions affect others. This position will require a candidate to demonstrate resilience and outward behaviors even when confronted with others who are not as open or collaborative.

This position will support the Chief Information Officer (CIO). The ideal candidate will embody traits of being personable, reliable, and the epitome of diplomacy and professionalism. This position will manage the content of information flowing into and out of the Office of the CIO, scheduling, correspondence, and presentation preparation. Functioning independently, this person will execute a variety of routine and complex administrative duties in support of the day-to-day operations. This Executive Secretary/Assistant II will take an active interest in the success of King County and the Department of Information Technology which provides integral IT services and support to King County departmental agencies and the separately elected. The most qualified candidate will be customer focused and detailed oriented with excellent process management and organizational skills to provide support.

This position is a high visibility, high volume role. Primary responsibilities include managing the CIO's calendar, including scheduling appointments, speaking engagements, and arranging travel; serving as the primary liaison for the CIO with agency staff, other colleagues, and the general public; and assisting the CIO, office of the CIO, and other office staff with daily activities and special projects. The Executive Secretary/Assistant II will also be responsible for confidential and time sensitive material in an environment where professionalism, efficiency, and communication skills are of paramount importance.

King County Department of Information Technology (KCIT):
KCIT is providing the building blocks for many of the region's most critical services. As the business solutions partner, we collaborate with the 18 County departments to develop products and services that better serve the needs of our customers and our community. To learn more about KCIT, please visit: http://kingcounty.gov/depts/it.aspx .

As the first place recipient of the 15th annual National Association of Counties (NACo) Digital Counties Survey, KCIT was recognized for its vision, strategy, innovation, and collaboration. Previously earning top 10 digital county honors in the last eleven years from the Center for Digital Government, KCIT has a focus of delivering smart technology solutions that support customers, building stronger communities through innovative information technology.

Teleworking Requirement:
The work associated with this position will be performed through a combination of teleworking complemented with onsite work and meetings as needed. Employees will have access to shared work spaces at various King County facilities. Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.

Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection (access may be supplemented in some situations) where they can reliably perform work and remain available and responsive during scheduled work hours. Please note that when an employee conducts work that is likely to bring them in contact with another individual, safety precautions are required, including the wearing of masks in some situations . King County is doing its part to reduce the spread of COVID-19 and remains committed to reducing our carbon footprint.

King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will be joining an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment.

Benefits:
King County offers a robust benefits package to support you and your family in a variety of ways. To learn more about the benefits offered here, please click on the Benefits tab or click here: http://www.kingcounty.gov/employees/ .

Schedule :
The normal workweek for this position is Monday through Friday, 8:00 am to 5:00 pm. In addition, this position will need to be available to work on weekends and holidays as needed. This position is eligible for overtime pay with prior approval from the CIO.

A confidential secretary has the responsibility of supporting the Chief Information Officer, while providing administrative and clerical duties involving a high level of confidentiality. Work is performed under general supervision in accordance with specific policies and objectives, also requiring exercise in considerable independent judgement. The most qualified candidate will be customer focused and detailed oriented with excellent process management and organizational skills to provide support.

Questions:
If you have any questions or concerns, please contact Brian Roberts at broberts@kingcounty.gov or KCIT Jobs at kcitjobs@kingcounty.gov .

Job Duties

• Relieves the CIO of routine work using discretion, tact and a comprehensive knowledge of department procedures and policies. Handles confidential information in a professional and discreet manner.
• Arranges appointments and meetings, prepares materials for them, and maintains a calendar for the CIO and may be requested to assist other high-level managers.
• Answers confidential correspondence independently and composes letters for official signature, email, reports, and other materials.
• Maintain documents with appropriate file retention levels either paper or electronically in EDMS or Content Manager.
• Partner with Communication Manager by reviewing all communications to King County and the Executive office, back up as needed and assist with materials for Technology Awards applications.
• Assists with and/or choreographs complex projects/workflow processes/vendor meetings/all-hands events.
• Meets to review schedules; ensures that materials for meetings are received on a timely basis and are relevant, complete, and accurate. Proactively monitors email, responding proactively at times.
• Within established guidelines, make independent decisions regarding planning, organizing, and scheduling work, and shifting priorities as needed.
• Assists with or manage small projects as needed.
• Demonstrates sound judgment, initiative, and competency in making decisions on how to plan or execute assigned tasks based on a stated intent.
• Identify situations that require immediate attention or escalation.
• Serves as liaison between the Chief Information Officer and management staff, other staff members, and customers.
• Collects and compiles complex data, design materials for PowerPoint presentations, creates tables and links from several sources for email and meeting materials.
• Creates and edits distribution lists, contact information of workgroups and vendors.
• A high degree of interaction within the organization and with our customers requires predictable attendance and punctuality and a professional, competent, and proactive work demeanor.
• Provide personal assistance as needed, including handling of private correspondence, assisting with meeting and/or event travel, work-related purchases, and expense reports.
• Approves timekeeping hours as directed.
• Other job duties as required.

Experience, Qualifications, Knowledge, Skills

• Prior successful administrative work experience in King County.
• The Confidential Secretary will have proven ability to exercise considerable discretion & independent judgment when making decisions and interacting with team members and customers.
• A skilled, versatile, independent, Executive Assistant who combines proven project management skills with advanced computer skills, astute problem-solving skills, broad and accurate administrative capabilities, solid financial/numeric aptitude, and naturally diplomatic communicative abilities.
• A people person with strong interpersonal skills.
• Will have experience in shifting priorities quickly and multi-tasking in a fast-paced environment.
• Excellent telephone skills - must speak clearly and concisely with all who phone.
• Excellent writing skills - good grammar, punctuation, and sentence structure through proven success in prior written business communications of all form. This includes knowledge of King County business & technical vocabulary, as well as departmental correspondence standards.
• Will have proven success in previous roles employing basic reasoning skills related to a variety of business issues and matter.
• Ability to communicate (verbally & written) with considerable tact & diplomacy. This includes good written and verbal communication skills, maintaining the confidentiality of all sensitive communications.
• Capable of analyzing complex information requests & determining complex trends.
• The position requires an independently thinking candidate that can consume large amounts of data and determine causality and saliency and execute next steps.
• Must be extremely adaptable to fluctuating deadlines and stay focused. Must be able to adapt to intense workloads, schedules, and diverse situations with a sense of urgency.
• Proven confidence and decisive approach in stressful situations and tight time frames.
• Exhibits maturity, tact, and diplomacy in interactions with colleagues, customers, and other constituents.
• Ability to stay focused on long-term objectives while supporting daily needs of busy IT leaders.
• Creative problem-solver; good judgment and analytical skills; strong work ethic.
• Strong detail orientation, planning and organizational skills.
• Proficient in Teams, SharePoint, Zoom, PeopleSoft, PowerPoint, MS Office 365 Suite, Content Manager and EDMS, Expert Outlook, Adobe, Excel, Manage Groups App, Visio, Concur Travel Requests and Expenses, DocuSign Administrator, Purchase Requisition Forms, Forms and Stream.
• Must possess a willingness to learn new applications as they are presented

Desired Qualifications:

• Proficient in Microsoft SharePoint, Teams, Zoom, PeopleSoft, PowerPoint, MS Office 365 Suite, Content Manager and EDMS, Expert

Supplemental Information

Forbes recently named King County as one of Washington State's best employers.
Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.

Guided by our " True North ", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles--we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native Americans and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.

King County is an Equal Employment Opportunity (EEO) Employer
No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.

To Apply
If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact your recruiter listed on this job announcement.

Application Requirements
A completed King County Application, Cover Letter, and Resume are required.
Classification: Executive Secretary/Assistant II - 428201
Union Membership: This position is non-represented.

Benefits
King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being. Eligible positions receive the following benefits and have access to the following programs:

• Medical, dental, and vision coverage: King County pays 100% of the premiums for eligible employees and family members
• Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
• Retirement: King County employees are eligible to participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
• Transportation program and ORCA transit pass
• 12 paid holidays each year (plus 2 personal holidays)
• Generous vacation and paid sick leave
• Paid parental leave, family and medical leaves, and volunteer leave
• Flexible Spending Account
• Wellness programs
• Onsite gyms and activity centers
• Employee giving program
• Employee assistance programs
• Flexible schedules and telecommuting options, depending on position
• Training and career development programs

For additional information about employee benefits please visit our Benefits, Payroll, and Retirement Page .
This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails. Also, in the event of any incorrect information in this document, applicable laws, policies, rules, CBAs, or official plan documents will prevail.

For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.

King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being. Eligible positions receive the following benefits and have access to the following programs:

• Medical, dental, and vision coverage: King County pays 100% of the premiums for eligible employees and family members
• Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
• Retirement: King County employees are eligible to participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
• Transportation program and ORCA transit pass
• 12paid holidays each year (plus 2 personal holidays)
• Generous vacation and paid sick leave
• Paid parental leave, family and medical leaves, and volunteer leave
• Flexible Spending Account
• Wellness programs
• Onsite gyms and activity centers
• Employee giving program
• Employee assistance programs
• Flexible schedules and telecommuting options, depending on position
• Training and career development programs

For additional information about employee benefits please visit our Benefits, Payroll, and Retirement Page .

This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails. Also, in the event of any incorrect information in this document, applicable laws, policies, rules, CBAs, or official plan documents will prevail.

NOTE: Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position.Short Term Temporary positions are not eligible for an ORCA transit pass.

For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.