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Administrative Specialist II (Early Learning Enrollment Team)

May 17, 2021
City of Seattle
For more information please see:

Position Description


Early Learning for children is becoming one of the major social justice issues of our time. Children's access to high quality programming and education from their early years can have enormous impacts on their future education. The Department of Education and Early Learning (DEEL) supports and facilitates many Early Learning programs across Seattle. Within DEEL, the Intake Unit works with families who are seeking preschool and childcare services for their children. Intake team members determine eligibility, maintain files, and process enrollments for families applying to the Child Care Assistance Program (CCAP) and Seattle Preschool Program (SPP). The preschool programs have a peak season of March-September for enrollment, while the CCAP has an annual enrollment/review cycle. These two "enrollment cadences" very much influence the volume of work this team manages throughout the year.


To support this work, we are looking for an Administrative Specialist II to engage with families and the public seeking access to DEEL’s early learning programs. You will be the first point of contact for many families seeking services from DEEL, answering the main phone line for SPP and CCAP, conducting pre-screening with interested families, and referring families who many not be eligible to other programs. You’ll also engage with families through email, responding to generic inquiries and referring families to other individuals on the team as needed. Additionally, you will help manage a Microsoft Dynamics 365 database and will use it throughout your daily work. You will ensure records retention and support the team with file management of both the database and physical files. 


Our department strives to embed the City’s Race and Social Justice Initiative into its education objectives and seeks staff that value the importance of working together as a government and community to eliminate racial disparities and achieve racial equity. Our core values of equity, results, stewardship, transparency, and collaboration guide our work, support our operations, and hold us accountable.


Job Responsibilities


Do you want to learn more about this role? In this position:
 Your top 3 daily priorities will be:

  • Managing the main phone line for SPP and CCAP
  • Managing three email inboxes and responding to email inquiries about programs
  • Entering data into and maintaining the Seattle Preschool Program and CCAP database

Your other day-to-day responsibilities will include:

  • Monitoring application submissions for Early Learning programs 
  • Providing support for families who need assistance in completing application materials 
  • Utilizing the Language Line for interpretation when needed
  • Acting as a representative of the department through exceptional customer service

Your other responsibilities will include:

  • Occasionally conducting quality control over data entry
  • Utilizing database reports to send broad communications to families or support the intake team in communicating with families 
  • Coordinating administrative support for the SPP selection and assignment process

You will provide administrative support to the Intake Unit by:

  • Coordinating CCAP and SPP mailings
  • Creating and organizing files
  • Ordering supplies
  • Coordinating interpretation services with the Language Line

Your success in this role will depend on your:

Technological Skills in:

  • Outlook
  • Phone management
  • Office 365 (particularly SharePoint integration and cloud tools)
  • Database management
  • Adobe

Experience with:

  • Writing public-facing emails on behalf of a program
  • Child care or early learning
  • Providing customer service in a resource and referral capacity 
  • Independent troubleshooting, problem-solving, and multitasking in a fast-paced environment

Ability to:

  • Demonstrate your commitment to serving diverse families in the community
  • Be humble and ready to collaborate, even if the answer wasn’t your idea
  • Act as a team player and utilize your cross-cultural written and verbal communication skills
  • Be detail-oriented and highly organized in your work




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

  • Two years of clerical support experience



  • An Associate Degree
  • One year of clerical support experience 


As well as the following requirements:

  • Ability to pass a criminal background check


Additional Information


This position is classified as an Administrative Specialist II-BU and is governed by a collective bargaining agreement between the City and the union, Local 17 – Admin Support. 


Currently this position will be performed via telework under the City’s COVID-19 response plan through July 5, 2021.   The City will provide equipment and resources to support telework.   Some onsite work may be required, depending on operational needs.  The City is not a multi-state employer and has the expectation that employees will reside and work within the State of Washington and be readily available to report to onsite work in Seattle when operational needs require.  Under the City’s COVID-19 response plan, teleworking employees will be asked to resume onsite work in early July 2021.  Employees who wish to request a telework arrangement after the COVID emergency has ended may do so, subject to City policy and manager approval.


DEEL supports the City of Seattle’s Race and Social Justice Initiative to end institutionalized racism by eliminating barriers to access, providing the staff and public with opportunities for growth, and developing equitable access to the programs and services we offer.  If you share those values and meet the qualifications, we invite you to apply for this position. Please visit to learn more about the Department of Education & Early Learning.



To be considered for this position, you must submit your complete application, including answering all supplemental questions and attaching both a cover letter and resume at later than 4:00pm Pacific Time on Tuesday, May 25, 2021. This position is open to all candidates that meet the minimum qualifications. The Department of Education & Early Learning 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 Department of Education & Early Learning 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

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