Administrative Specialist II - BU

Salary: $36.89 - $41.31 Hourly
Location : Seattle Municipal Tower, 700 5th Ave., Seattle, WA
Job Type: Classified Civil Service, Regular, Full-Time
Remote Employment: Flexible/Hybrid
Job Number:
Department: Department of Education & Early Learning
Opening Date: 10/13/2026
Closing Date: 10/27/2026 4:00 PM Pacific
Language Premium: No

Position Description
DEEL is seeking an Administrative Specialist II to join our central administrative team within the Leadership & Administration (L&A) Division, providing specialized support to the Programs Division, which includes the Early Learning, K-12, and Postsecondary teams. This position reports to the Operations Manager.

Job Responsibilities
In this role, you will:
• Take, prepare, and distribute meeting minutes aligned with department norms; support virtual meeting logistics; and track action items.
• Create, edit, and maintain correspondence, spreadsheets, presentations, documents, surveys, templates, forms, and agreements; review documents for completeness.
• Coordinate in-person and virtual events, including venue reservations, interpreter scheduling, partner coordination, equipment support, and catering.
• Support production of public-facing materials, including translation, printing, ADA remediation, and mailing services; maintain email lists for partner groups.
• Process invoices, track expenditures, and support staff with training registrations and travel logistics.
• Maintain electronic and manual filing systems and support routine data entry.
• Oversee department audiometer equipment inventory, including annual calibration, asset tracking, and equipment assignments/returns.
• Assist management with special projects, including gathering and compiling information and resources.
• Participate in department continuous improvement efforts and provide backup support to administrative teammates.
• Assist with onboarding and training new staff members.

You will be successful in this role if you bring a blend of the following experience, skills, and abilities:

Experience in:
• Providing administrative support in a public agency, human services, and/or education setting
• Proficiently using Microsoft Suite, including Outlook, SharePoint, Teams, Forms, and Excel
• Proficiency with Adobe Sign is desired
• Complex meeting coordination, note-taking, and schedule management in a deadline-driven environment
• Providing culturally responsive, human-centered customer service to internal staff and diverse communities
• Processing invoices and credit card reconciliations using complex budget coding in PeopleSoft is beneficial
• Creating written procedures is beneficial
• Asset tracking is beneficial

Skills:
• Exceptionally detail oriented and organized
• Strong problem-solving skills with an interest in continuous improvement
• Ability to independently produce high-quality work while thriving in a collaborative team environment

Abilities:
• Comfortable learning new systems and technologies
• Effective communicator who can support staff, partners, and stakeholders in a variety of contexts
• Willingness to attend occasional off-site community meetings during the evening or weekends

Please note that this job advertisement is not intended to cover or provide a comprehensive listing of the activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Qualifications
In addition to the qualities mentioned above, you will need to possess the following required qualifications (or a combination of education, training, or experience that provides an equivalent background required to perform the work of the class):
• Two years of clerical support experience

Additional Information
This full-time civil service position is eligible for overtime and is classified as an Administrative Specialist II-BU. This position is governed by a collective bargaining agreement between the City and the union, PROTEC17 - Administrative Support. The full pay range for this step-progression position is $36.89 to $41.31 per hour. New employees begin at Step 1 of the pay progression, which is $36.89 hourly. Current City employees' starting rate of pay will be based on Personnel Rules regarding promotions.

Work Environment: This position offers the flexibility of a hybrid work schedule. Employees are expected to be in-office 3 days per week. Individual schedules will be based on agreement between the employee and their supervisor and are subject to change.

Benefits: A comprehensive benefits package includes 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 here:

Language Premium Pay: Individuals selected to fill this position may be eligible to receive Language Premium Pay (SMC 4.20.360), which provides a $200.00 monthly stipend to qualified bilingual employees who are properly evaluated and assigned to provide direct communication in-language, interpretation, or translation services to the public on behalf of the City of Seattle.

Application Process: Please submit your application at https://www.governmentjobs.com/careers/seattle/ by the listed deadline. To be considered, you must submit the following with your complete online application:
• 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
• A current resume of your educational and professional work experience

Please note: The Department of Education and Early Learning does not use artificial intelligence (AI) or automated tools to screen or evaluate applications. Every application is reviewed by a member of our hiring team to ensure an equitable and human-centered process.

Hiring Timeline: First interviews will take place the week of November 16th and will be conducted by video conferencing using Microsoft Teams. Second-round interviews will be in person at the Seattle Municipal Tower in Downtown Seattle, the week of November 30th. The target start date is December 16, 2026.

Background Check: 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 Seattle's Fair Chance Employment Ordinance, SMC 14.17, and the City of Seattle Personnel Rule 10.3 (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.

More information about employee benefits is available on the City's website at:
01

Please describe your experience providing administrative support in a public agency, human services, education, or similar setting. Include the types of tasks you supported and the teams or partners you worked with.
02

2. This role requires proficiency in Microsoft Suite, including Outlook, SharePoint, Teams, MS Forms, Excel, and Planner. Please describe your experience using these tools and highlight any specific tasks or projects that demonstrate your proficiency.
03

Please describe your experience tracking expenditures, processing invoices, or reconciling credit card transactions. If you have experience using PeopleSoft or similar financial systems, include that context.
04

This position occasionally requires attending community meetings during evenings or weekends. Are you able to meet this requirement?
05

This position offers the flexibility of a hybrid work schedule. Employees will be expected to work in-office a minimum of three days a week. Individual schedules will be determined between yourself and your supervisor and are subject to change. Please confirm your understanding and ability to meet the needs of this role
06

Have you attached your resume and cover letter to your application? Incomplete applications will not be considered.

• Yes
• No

Required Question