Administrative Specialist I - BU

Administrative Specialist I - BU

Salary

$34.32 - $38.25 Hourly

Location

City Hall, 600 4th Ave., Seattle, WA

Job Type

Classified Civil Service, Regular, Full-Time

Job Number

2026-01200

Department

Legislative Department

Opening Date

09/02/2026

Closing Date

Continuous

• Description
• Benefits
• Questions

Position Description

The City of Seattle's Legislative Department is seeking a full-time Administrative Specialist I to support our Legislative Operations Team.

This team provides front-line support to the public on behalf of the Legislative Department; excels at exceptional customer service in a fast-paced, highly sensitive, and confidential environment; and assists a myriad of stakeholders daily, including elected officials, division directors, dignitaries, community groups, media, and the public.

In this role, you will play a vital role in the department by maintaining a welcoming reception area, supporting the legislative process through public notifications, and providing administrative support to all City Council offices and Legislative Department divisions. The nature of this position involves regular multi-tasking and interpersonal interaction and requires exceptional communication and customer service skills.

YOU WILL BE MOST SUCCESSFUL IN THIS POSITION IF YOU:

• Are passionate about customer service and are eager to dive into new challenges with an abundance of professionalism, positivity, and urgency.
• Can comfortably use your own judgement to accurately and timely accomplish daily tasks.
• Can easily communicate and coordinate with internal City partners and external stakeholders.
• Are able to maintain regular and reliable attendance. The typical schedule for this position is Monday through Friday, 8:00 a.m. to 5:00 p.m. Daily in-person attendance at City Hall is required for this position.

This posting will be open until filled. The initial review of applications will take place for those received by 4:00 p.m. Pacific Time on Wednesday, September 9, 2026. Candidates are encouraged to apply as soon as possible.

Job Responsibilities

Reception and Customer Service

• Assist visitors at the Legislative Department reception desk, including connecting guests with City Council offices and providing basic information about City Council business and the legislative process.
• Serve and assist a wide range of customers, including Federal, State, and City-Level Elected Officials, Executive Department Directors, foreign delegations and other functionaries, community groups, members of the media, and guests from the public.
• Ensure visitors are signed in and following department protocol.
• Monitor the City Council main business phone line; answer and route calls to the appropriate City Council office or refer calls to other City departments and external agencies.
• Provide excellent customer service.
• Follow and enforce specific security and safety protocols while covering the service desk.
• Respond to internal and external customer inquiries.

Administrative Tasks

• Maintain and coordinate Department and Council calendars.
• Maintain logs, statistics and information regarding services, tasks, customer interactions, and other information.
• Scan and manage documents and files; create/modify signs or other information such as business cards and custom publications.
• Assist with printing agendas and make them available to the public as directed.
• Complete research requests, and develop reports, forms, invoices, charts, other as requested.
• Assemble proper information and documentation to assist with legislative processes.
• Proofread documents and prepared finished copies as requested.
• Process incoming and outgoing mail.
• Maintain internal department contact information in reference documents and on internal web.
• Perform other related duties as required.

Meeting and Event Coordination

• Coordinate resources for department and council meetings (e.g. conference rooms or facilities, equipment, and/or light refreshments).
• Format and publish City Council agendas and meeting details.
• Prepare Council Chamber for meetings.
• Assist with department special events as needed.
• Provide support in moving and arranging office equipment and furniture during office layout changes as needed.

Qualifications

Minimum Qualifications:

One year of office clerical experience (or a combination of education, training, and/or experience which provides evidence of the ability to perform work of the class).

A successful candidate will also possess the following skills and abilities:

• Experience working with elected officials or executive professionals in a fast-paced work environment, and/or experience providing skilled customer service to the public.
• Excellent customer service and verbal communication skills.
• Highly organized and responsible with great attention to detail.
• Strong time management skills; proven ability to work efficiently with accuracy and with multiple deliverables in short time constraints.
• Intermediate Computer proficiency in: Microsoft 365 applications (Word/ Excel/ Outlook) and Microsoft Collaboration Tools (SharePoint/ MS Teams/ MS Forms); ability to learn new applications and adapt to new computer equipment easily; and basic knowledge and experience using web- based publication and task-tracking tools.
• Ability to lift office equipment in excess of 30 lbs, and use of assisted lifting devices (dollies, carts, hand-trucks to transport items, joint lifting) when transporting and adjusting office equipment.

Additional Information

Total Compensation and Benefits

The full salary range for this classification is $34.32 - $38.25 Hourly.

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 Citys website at: https://www.seattle.gov/human-resources/benefits.

Union Information

This position is represented by PROTEC-17.

Work Environment/ Physical Demands

This position will primarily be onsite at the Seattle City Hall: 600 Fourth Ave. 2nd Floor, Seattle, WA. Work is performed in an office environment; this individual may be on their feet for long periods of time working in multiple offices, areas, and floors of City Hall. This position requires the ability to lift objects weighing in excess of 30 pounds, as this position monitors office supply purchases, restocks supplies, and occasionally adjusts equipment and furniture.

Application Instructions:

This posting will be open until filled. The initial review of applications will take place for those received by 4:00 p.m. Pacific Time on Wednesday, September 9, 2026. Candidates are encouraged to apply as soon as possible.

To apply, you must:

• Complete an online application and supplemental questionnaire.
• Attach a PDF of your cover letter detailing your customer service and office management skills and experience.
• Attach a PDF of your resume.

Applications without an attached cover letter and resume will not be considered.

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 Citys website at:

Benefits - Human Resources | seattle.gov

01

Which is your level of experience using Microsoft Word?

• None - No experience using this tool in a work or school setting
• Very Limited - Completed training, but have not used Word much
• Beginner - Able to open and edit documents, apply basic formatting, use templates, save/share files, etc.
• Intermediate - In addition to beginner skills, able to format professional documents, use tracked changes, insert tables or images, create polished final documents, etc.
• Advanced - In addition to intermediate skills, able to create structured templates, multi section documents, mail merges, and publication ready materials, etc.

02

Which is your level of experience using Microsoft Excel?

• None - No experience using this tool in a work or school setting
• Very Limited - Completed training, but have not used Excel much
• Beginner - Able to enter basic information into spreadsheets, sort/filter data, use simple formulas (SUM, AVERAGE), create simple logs, etc.
• Intermediate - In addition to beginner skills, able to use formulas such as IF/COUNTIF, create charts, apply conditional formatting, work across multiple worksheets, track basic data, etc.
• Advanced - In addition to intermediate skills, able to build structured spreadsheets, pivot tables, advanced formulas, and detailed tracking or analytical tools, etc

03

Which is your level of experience using Microsoft SharePoint?

• None - No experience using this tool in a work or school setting
• Very Limited - Completed training, but have not used SharePoint much
• Beginner - Able to upload/download files, navigate shared libraries, open shared folders, etc.
• Intermediate - In addition to beginner skills, able to organize shared files, maintain folder structures, use version control, support team access to documents, etc.
• Advanced - In addition to intermediate skills, able to create and configure libraries/lists, manage shared spaces, support team workflows, and organize complex document systems, etc.

04

Which is your level of experience using Microsoft Teams?

• None - No experience using this tool in a work or school setting
• Very Limited - Completed training, but have not used Teams much
• Beginner - Able to join meetings, send chats, place basic calls, access shared files, etc.
• Intermediate - In addition to beginner skills, able to schedule meetings, manage channels, share screens/files, collaborate on documents, coordinate team communications, etc.
• Advanced - In addition to intermediate skills, able to configure team spaces, manage multi group collaboration, integrate apps, and support workflow coordination, etc.

05

Which best describes your experience providing customer service to external customers?

• No experience
• Limited experience - Occasionally cover the front desk, answer phone calls, greet visitors when the front desk reception was unavailable, help route calls and inquiries, etc.
• Moderate experience - Regularly greet visitors, answer and route phone calls, respond to inquiries, monitor the reception desk, assist with visitor sign-in, etc.
• Extensive experience - Serve as the main point-of-contact for an office, manage the front desk, greet and direct visitors, answer a high-volume phone line, monitor visitor protocols, etc.

06

Please briefly describe how your skills and experience align with the minimum and desired qualifications for this position. Provide specific examples that demonstrate your ability to perform the responsibilities for this role ("See resume" or similar is not an acceptable answer).

Required Question

Employer City of Seattle

Address Seattle Municipal Tower

700 5th Avenue, Suite 5500

Seattle, Washington, 98104

Website http://www.seattle.gov/jobs