Administrative Specialist 3 - BU

Position Description

The City of Seattle Fire Department is seeking a regular, full-time Administrative Specialist III to support our Operations Administrative Division. This position interacts with division heads and external sources on a daily basis dealing with highly confidential, sensitive information. The ability to work effectively in a fast-paced environment with changing priorities is essential in this role because the Operations Division works a 24-hour schedule, four platoon structure.

This position operates out of the Seattle Fire Department Headquarters located in the Pioneer Square area. Some remote work may be available.

Job Responsibilities

• Provide daily, direct, complex administrative support to the Assistant Chief of Operations and the Operations Division.
• Create memos, including drafting, editing and formatting Word documents, Excel spreadsheets, and PowerPoint presentations.
• Ensure daily staffing needs are met by compiling documentation, such as: permanent transfers, temporary transfers, administrative time off, release from duty, apparatus memos, emails, and letters utilizing established policies.
• Enter data to the Chief’s Journal, Activity Scheduler, and SharePoint.
• Produce weekly reports compiling information from multiple sources to share with the Leadership Team.
• Serve as an Administrative Support Liaison (24/7 on call) to the Fire Department Resource Management Center (RMC). Report to the RMC as requested for multiple alarm fire emergency incidents, civil disturbances, marches or protests, inclement weather activations by the Emergency Operations Center (EOC), and large-scale special events that occur throughout the city.
• Coordinate all Operations Division Executive travel and training. Track Division expenditures, manage and monitor travel/training budget, authorize expenses and reimbursements. Process all travel invoices from members to be paid by the Department.
• Manage all incoming Department correspondence, enter into log, route through the Chain of Command, and track and relay responses.
• Perform complex calendaring utilizing Microsoft Outlook. Arrange meetings both internally and externally for multiple attendees and venues to meet required timelines. Research, assemble, and prepare materials for Executive meetings.
• Administrative management of the Wildland Firefighting Team: ensure all documentation for deployment is accurate, SharePoint site is up to date, and all forms are current for team members.
• Administrative management of the Simulations Training Program: ensure all documentation and scheduling is accurate for a program with the 45 members and a very complex training schedule.
• Provide administrative management of the Standard Operating Guidelines (SOG) Program: schedule team meetings, research and fact check SOGs by reviewing multiple sources, and collaborating with teams from across the Department. Ensure scheduled release of SOGs is tracked and adjusted as necessary.
• Create digital content (static images/graphics/diagrams) for SOGs, post incident analysis reports, and scenario-based training programs.
• Other duties as assigned.

Qualifications

Requires three years of clerical support experience (or a combination of education, training and/or experience which provides evidence of the ability to perform work of the class).

A successful candidate will also possess the following skills and abilities:

• Excellent writing, editing, and proofreading skills.
• Excellent organizational skills with the ability to handle multiple work projects simultaneously.
• Ability to self-start and work with limited supervision.
• Ability to be flexible and participate in cross-training as requested.
• Familiarity with maintaining complex tracking systems and databases.
• Excellent customer service and communication skills.
• Proficient in MS Word, MS Excel, PowerPoint and Outlook.
• Possesses knowledge of SharePoint and Adobe products.
• Proficiency in using Microsoft Office, Teams, SharePoint, and OneDrive as essential business tools.
• Experience using Microsoft Power Platforms (Power BI, Power Apps, Power Automate) greatly preferred.
• Proficiency in Adobe Creative Cloud or similar programs for creating multi-media content.
• Experience researching, vetting, fact checking, and producing reports for a large audience.

Additional Information

The full salary range for this position is $39.65 - $44.51 per hour.

The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members .

The Seattle Fire Department is looking to create a diverse team of hardworking, committed individuals with a passion for public service and who are deeply aligned with our City's values of Race and Social Justice. The City of Seattle is an Equal Opportunity Employer. Applicants are considered for positions without regard to race, color, religion, creed, sex, sexual orientation, national origin, ancestry, age, disability, marital status, veteran status, gender identity, political ideology, or any other basis prohibited by federal, state, and local laws.

The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.