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Administrative Specialist B

Primary Location Seattle, Washington Job Number 1036805 Date posted 03/10/2022
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Provide advanced administrative support, using Microsoft Office software to prepare correspondence, spreadsheets, reports and presentation material. Maintain staff calendars and department files. Review and handle mail; answer telephones. Participate in budgeting process. Handle confidential material.

Essential Responsibilities:

  • Proofreads documents for typographical, spelling and content errors.

  • Maintains established databases, generates routine reports from such data. May create spreadsheets/graphs using departmental information.

  • May track/monitor budgets, post data to ledgers. Reconciles invoices and resolves discrepancies.

  • Collects data with direction, formats ad hoc reports and produces variance reports.

  • Operates a variety of office equipment.

  • May place order for supplies and office equipment.

  • Uses a variety of word processing software to type letters, reports, and presentation materials.

  • May compose correspondence on own initiative for supervisor's review and some without review. May include confidential information.

  • May perform desktop publishing.

  • Maintains calendars, arranges appointments, meetings and travel itineraries.

  • Answers telephone inquiries, takes and relays messages and greets visitors.

  • Screens telephone calls/visitors, refers to appropriate staff member.

  • Explains departmental policies and procedures in response to inquiries.

  • May provide information to top level management, Board Members and external customers or stakeholders.

  • Establishes/maintains complex departmental filing system including confidential departmental files and records.

  • Sorts and routes department mail. Reviews/screens manager's mail, researches issues and provides recommendations.

  • Coordinates and organizes departmental projects, some without direction, schedules complex meetings and prepares materials such as agendas, timelines, reports and presentations.

  • Takes and produces minutes for manager's review.

  • May provide training and direction to other non-exempt personnel on a routine ongoing basis.

Basic Qualifications:
  • Minimum three (3) years in administrative or comparable experience.
  • Education
  • High School Diploma OR General Education Development (GED) required.
  • License, Certification, Registration
  • N/A

  • Additional Requirements:
  • Writing and math skills.
  • Customer service and communication skills.
  • Initiative and analytical ability.
  • Proficiency with software used by the department.
  • Typing: 55 WPM.
  • Skills testing as appropriate.

  • Preferred Qualifications:
  • Some College, Advanced education courses.
  • Primary Location: Washington,Seattle,Rainier Valley Medical Center Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 08:00 AM Working Hours End: 04:30 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: NUE-WA-04|NUE|Non Union Employee Job Level: Individual Contributor Department: Central Campus South - School Based Clinics - 1130 Travel: No Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.