Job Details

Seattle Parks And Recreation Administrative Staff Assistant

Seattle Parks and Recreation (SPR) is a national leader and innovator in the services and programs we provide to our residents who enjoy our public spaces such as parks, community centers, specialty gardens and swimming pools. Our mission is to equip employees and the public for well-being as we support healthy people, a thriving environment and vibrant community. We provide safe and accessible spaces for residents and visitors to work, recreate, rejuvenate and enhance quality of life and wellness for children, teenagers, adults and seniors. Delivering excellent customer service to all is a core value.

Seattle Parks and Recreation commits to advancing equity and social justice in our department and in every neighborhood by growing a dynamic and diverse workforce, developing strong investments, growth opportunities and beneficial partner strategies as we acknowledge and pledge to close disparities created by historical practices which often hindered workforce development, environmental justice, access to quality open spaces, programs and facilities.

The Planning and Capital Development Division (PCD) provides long range planning, technical design and construction oversight for SPR major maintenance and development projects. PCD is comprised of project managers, engineers, landscape architects, planners and administrative staff.

The PCD Administrative Staff Assistant performs a variety of routine to moderately complex administrative, operational, and facilities-support functions to ensure the efficient daily operation of the PCD office, fleet resources, and internal service processes. The position is responsible for supporting supply procurement, fleet documentation, invoice routing, and recruitment activities, while maintaining consistent communication with departmental staff, vendors, and City service partners such as IT and Fleet Services. Work is performed under general supervision with expectations for independent task management and timely follow through. This position will report to the Division's Strategic Advisor for Budget and Performance.

Job Responsibilities

Essential Duties

• Orders, tracks, and distributes office supplies; maintains inventory levels and records.
• Delivers inter-office mail and materials to individual workstations.
• Submits service requests to Information Technology for conference room equipment; monitors progress and ensures issues are resolved.
• Updates and maintains documentation, logs, and posted materials in the mail room and associated support areas.
• Maintains office floor plan and coordinates installation of office hardware and elements, including furniture, modular walls, and associated components.
• Provides front desk reception and customer service by greeting and directing visitors, answering and routing calls, responding to routine inquiries, and ensuring a professional and welcoming office environment.

Fleet Coordination

• Conducts weekly checks of pooled vehicle keys and related inventory records.
• Assigns vehicles to staff based on established procedures and availability.
• Coordinates preventive maintenance (PMs), transporting vehicles to and from service locations as required.
• Maintains fleet documentation, logs, and compliance materials.

Administrative & Financial Processing Support

• Processes and submits receipts for departmental or program-related purchases.
• Receives, logs, and distributes invoices or other documents for proper review and approval routing.
• Serve as note taker at times, route meeting records for approval and store according to documentation standards.
• Utilizes PCD's internal project management file system, project management software and supportive software to assist in compiling data and project records, proposes and implements streamlined internal office procedures.

Events & Internal Support

• Provides logistical support for quarterly all-staff meetings or other events, including room setup, materials coordination, arranging for food, and vendor or IT arrangements.
• Assists in scheduling support for division-wide functions, division management team, and Director

Qualifications

Minimum Qualifications: Requires one year of experience in administrative analysis, budget administration or preparation, office management, personnel administration, program administration, as staff assistant, or in a closely related field; and a Bachelor's degree in business or public administration, or another closely related field (or a combination of education and/or training and/or experience that provides an equivalent background required to perform the work of the class).

Desired Qualifications:

In addition to the skills and experience mentioned above, a successful applicant will have experience that reflects a commitment to creating fair and equitable outcomes and has:

• Knowledge of office operations, procurement practices, and basic facilities coordination.
• Familiarity with fleet documentation, PM scheduling, and inventory procedures.
• Ability to follow established City administrative and financial processes.
• Skill in organizing multiple tasks, prioritizing workload, and meeting deadlines.
• Ability to maintain accurate records, logs, and tracking documents.
• Strong communication skills for working with staff, vendors, and service partners.
• Ability to perform physical tasks such as moving supplies, transporting equipment, and driving City vehicles as assigned.
• Proficiency with office productivity software such as Outlook, Excel, Word, and SharePoint.
• Excellent interpersonal skills, the ability to communicate positively and effectively with a professionally and culturally diverse workforce.

Additional Information

Work Environment / Physical Demands

• Work is primarily performed in an office environment with regular movement throughout facilities.
• Position requires lifting and transporting materials, boxes, fleet keys, and small office equipment.
• May require driving City vehicles for fleet-related duties, including vehicle transport for maintenance.

Compensation: This position is part of the 5-Step Compensation program; The full salary range for this position is $41.44 (Step 1) – $48.31 (Step 5)

Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, consistent with the terms of the applicable collective bargaining agreement.

Application Process: Please submit the following with your online application:

• A current resume of your educational and professional work experience.
• A cover letter in which you clearly describe how your knowledge, experience, skills, and abilities prepare you for the job responsibilities and qualifications outlined in the job announcement

*Incomplete Applications will not be considered*

**All approved candidates for this position will be required to perform working tests as a portion of the hiring process.**

Who May Apply: This position is open to all candidates that meet the qualifications. Seattle Parks and Recreation 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, or gender identity. Seattle Parks and Recreation encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQIA+, people with disabilities, veterans, and those with diverse life experiences.

Job offers are contingent on the verification of credentials and other information required by the employment process, including the completion of a background check. The background check will involve a criminal history check, which includes conviction and arrest records in compliance with the Seattle's Fair Chance Employment Ordinance, SMC 14.17 and the City of Seattle Personnel Rule 10.3 (Download PDF reader) (Download PDF reader) (Download PDF reader) (Download PDF reader) (Download PDF reader) . A driving history review may be conducted in compliance with SMC 4.79.020 . Applicants will be provided an opportunity to explain or correct background information.

The City of Seattle offers a comprehensive benefits package including vacation time, 12 paid holidays, 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: Benefits - Human Resources | seattle.gov