Administrative Specialist II - BU

Seattle City Light, a department of the City of Seattle, is one of the nation’s largest municipally owned utilities in terms of the number of customers served. Over the years we have worked very hard to keep Seattle's electricity affordable, reliable, and environmentally sound. Today, City Light is a recognized national leader in energy efficiency and environmental stewardship. The Transmission & Distribution division is looking for an Administrative Specialist II to support multiple teams working from Seattle City Light’s North and South Service Centers.

About the role

This position provides advanced administrative support to on-site management and personnel, including travel arrangements and special projects. The role requires comprehensive knowledge of departmental policies and procedures, independent problem-solving, and reliable decision-making. Only sensitive issues are referred to management. This position reports to the Administrative Support Supervisor and works onsite 5 days a week at either service center location.

Responsibilities

• General administrative support for onsite field operations (clerical, reporting, invoicing, scheduling, ordering, note-taking/dissemination, process oversight/review, travel planning and processing, reconciling purchases, reviewing and processing purchase orders).
• Ongoing data entry, spreadsheet maintenance, and reporting relative to field operations.
• Tracks, prepares, distributes, and records official meetings and proceedings.
• Reviews and evaluates required program or department documents for completeness.
• Tracks assignments delegated to division staff and monitors progress.
• Tracks and monitors external claims from file acceptance to completion.
• Reviews and prepares monthly organizational charts for multiple groups within the division using Visio.
• Takes, prepares, and distributes minutes and records of official meetings and proceedings.
• Proposes and establishes office procedures and implements them, subject to approval by supervisor.
• Assists in developing and monitoring budgets and contracts for units.
• Orders office supplies and maintains office equipment such as printers, scanners, and plotters.
• May assist during emergency outages and events with general administrative support.
• Performs duties of lower-level positions as required.
• Performs other related duties as assigned.

Requirements

• Two years of clerical support experience (or a combination of education, training, and/or experience demonstrating the ability to perform the work).

Work Environment

Work is performed in an office environment.

Qualifications

• Excellent oral and written communication skills.
• Self-starter with the ability to work independently and exercise good judgment.
• Ability to work as a team member in a diverse workforce.
• Strong organizational skills with demonstrated ability to multi-task and adjust priorities on short notice.
• Experience working with confidential information.
• Demonstrated experience in a deadline-driven environment.
• Ability to identify process improvements.
• Experience working with field crews or a utility with a large population of analytical-minded staff and/or engineers is highly desired.
• Comfort with changing technology and a high degree of adaptability.
• Advanced experience with data entry, document creation/editing, and report creation using WAMS (Work Asset Management Systems), Tableau, Adobe Sign, Microsoft Office Suite (Word, Excel, Teams, Outlook, Visio, OneNote), and other databases.
• Experience setting up audio/visual equipment and using Microsoft Teams and Webex.

Emergency Response Commitment

Seattle City Light is committed to reliable service during emergencies. Through our Emergency Response Program, each employee is assigned a role—usually aligned with their regular duties—to support emergency operations. Your participation is required and vital to helping the utility stay prepared and serve our community when it matters most.

Pay

The full salary range for this position is $35.56 to $41.31 per hour.

Benefits

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.