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Temporary Administrative Specialist III

Nov 22, 2019
CityofSeattle_logo_150x80
City of Seattle
Position Description

The City of Seattle's Ethics and Elections Commission (SEEC) is a nonpartisan, independent commission that interprets, administers, and enforces the Ethics, Elections, Lobbying, Whistleblower Protection, and Election Pamphlets Codes by providing advice and training to City employees and investigating allegations of wrongdoing. The SEEC also administers the Democracy Voucher Program, which issues Seattle residents $100 in Democracy Vouchers to support candidate(s) in the City of Seattle elections. This program aims to encourage more Seattle residents to donate to campaigns and/or run for elected positions.
To support the Seattle Ethics and Elections Commission and the Democracy Voucher Program, we are looking for an Administrative Specialist III who can provide a variety of high-level administrative support for a long-term temporary assignment.

SEEC staff are prohibited from participating in or contributing to campaigns for local, state, or federal office during their tenure.

Job Responsibilities

Here's more about what you'll be doing:
Providing support to the Democracy Voucher Program:

  • Ensuring database quality control, including running reports, making corrections, and coaching processing staff on errors
  • Maintaining all paper and electronic records as well as transfers to King County Elections (KCE) and performing daily reporting of all voucher activities
  • Preparing program records for retention
  • Liaising with Seattle IT and vendor on technology-related issues
 
Providing support to the Ethics and Elections Commission and Executive Director:
  • Answering phones, processing incoming mail, preparing correspondence, and replying to inquiries by phone, email, and mail
  • Setting up meetings using outlook and preparing minutes for Commission meetings
  • Serving as the Commission's Public Disclosure Officer, responding to ongoing public disclosure and data requests
  • Assisting with the preparation of commission updates
  • Submitting and tracking vendor invoices and ensuring timely payment of bills
  • Ensuring adequate postal account funds for citywide mailings and payment for return postage
  • Managing postal permits and accounts, requesting checks, and making deposits
  • Overseeing the annual Financial Interest Statement program and working with departments to ensure that approximately 2,000 City employees timely submit their statements
  • Maintaining accurate program phone-tree announcements, checking voicemail, and managing call topic tracking
 
Reviewing candidate qualifying submissions to determine program eligibility:
  • Receiving qualifying documents from campaigns
  • Reviewing contributions against campaign disclosure documents
  • Submitting contribution validating materials for review with campaign finance auditor and King County Elections
  • Logging and tallying contribution and validating materials to determine candidate eligibility
  • Reporting results to management and reviewing results with the campaign
 
Coordinating Voters' Pamphlet and Video Voters' Guide production:
  • Gathering photographs and statements from Seattle candidates and ensuring timely delivery to King County elections office
  • Scheduling candidates to video record statements at the Seattle Channel
  • Collecting and processing payments

 

Qualifications

In addition to the ability to perform the tasks described above, you will need to possess the below required qualifications (or a combination of education and/or experience and/or training which provides an equivalent background required to perform the work of the class):

  • 3 years of clerical support experience
 
You will feel prepared to take on this role if you have the following experience:
  • Supporting senior-level management
  • One year of experience in an office management
  • Working with sensitive information and maintaining confidentiality
  • Working in and reconciling a customer relationship database or similar data/customer tracking environment
 
You will be most successful in this role if you have the following skills:
  • Professional written and oral communication
  • Attention to detail
  • Time management
  • Organizational skills
  • Multitasking
  • Strong proficiency with Microsoft Office products (Outlook, Word, Excel, PowerPoint)

 

Additional Information

This benefits-eligible temporary position is classified as an Administrative Specialist III and is expected to last approximately 2 years. Due to the fiduciary nature of the work, job offers are contingent on review of criminal history as well as verification of information provided by the applicant as part of the application process. In compliance with Seattle's Fair Chance Employment Ordinance, SMC 14.17 applicants will be provided an opportunity to explain or correct background information.

APPLICATION PROCESS:
To be considered for this temporary position, you must submit your complete application, cover letter, answers to supplemental questions, and resume at https://www.governmentjobs.com/careers/seattle no later than 4:00 PM Pacific Time on Tuesday, December 17, 2019. This temporary position is open to all applicants that meet the minimum qualifications. The City of Seattle values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, medical condition or pregnancy. The Seattle Ethics and Elections Commission encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with diverse life experiences. If you have questions please contact Lindsey King at Lindsey.King@seattle.gov.



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