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Administrative Operations Specialist - Facilities Management Services

Salary
$75,000-$99,999
Employment
Full Time
Work Place
Office
Real Estate Field
Location
Issaquah
 WA
Postal Code
98027
Country
United States

This job is no longer active.

Description


Administrative Operations Specialist - FMS

CLOSING DATE: August 12, 2021 @ 8:59 pm

SALARY: $71,061.63 - $85,272.11

PAY GRADE: 16

JOB TYPE: Full-Time, Non-Exempt

POSITION: One

UNION REPRESENTED: No

LOCATION: Service Center, 960 Newport Way NW, Issaquah, WA 98027

DEPARTMENT: Facilities Management Services

ANNOUNCEMENT:
The announcement of this position has been provided internally to active KCLS employees and externally to the public.

APPLICANT ALERT:
All applicants should be fully prepared to submit a complete application in one sitting as information could be lost if the applicant exits the Dayforce system prior to submitting their completed application.
Be aware that the cover letter upload feature is currently disabled and cover letters should be uploaded to the Additional Documents section of the application.

Job Number: DF21-58

About the Opportunity:
King County Library System (KCLS) in Washington State is seeking an experienced Administrative Operations Specialist to provide collaborative support to the Facilities Management Services (FMS) department at the Issaquah Service Center. The Administrative Operations Specialist position is responsible for managing the daily influx of work in the FMS department, and the workflow to ensure deadlines are met. This includes overseeing project assignments, as well as completing projects initiated and maintained by FMS. In addition, the Administrative Operations Specialist tracks and completes administrative tasks related to facilities management, such as leases and property documents, purchase orders, invoices, and project closeouts. The Administrative Operations Specialist position is also responsible for data entry of the annual budget process and monthly tracking of the Facilities budget. In this position, utilizing detailed accounting practices is highly desired in order to be the most successful in daily operations.

REQUIRED: Applicants must attach a current resume and cover letter which addresses relevant work experience, education and training as it relates to this position.

About King County Library System (KCLS):

KCLS has a vision of a world where knowledge allows diverse communities to prosper and grow. In order to support this vision, we create opportunities through meaningful connections by acting as the knowledge sharing center for over 1.4 million diverse patrons, providing an unparalleled collection of library materials, resources, technology, services, and programs.

Approximately 1,200 engaged and passionate staff provide service in 50 community library locations and patron engagement using direct outreach and virtual assistance. Our service area includes cities, towns, tribal lands, and unincorporated districts of King County, with the exception of the city of Seattle.

The King County Library System values diverse perspectives, lived experiences, and differences. KCLS encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ+, individuals with disabilities and veterans. KCLS is committed to the full inclusion of all qualified individuals. As part of this commitment, KCLS will ensure that persons with disabilities are provided reasonable accommodations when needed to participate in the job application or interview process and/or to perform the essential functions of this position.

To request accommodation, please call 425-369-3224.

REQUIRED: Applicants must attach a current resume and cover letter which addresses relevant work experience, education and training as it relates to this position.

EXAMPLES OF DUTIES:
Essential Duties/Major Responsibilities:

Any of the following duties may be performed. These examples are not necessarily performed by all incumbents, however, and do not include all specific tasks an incumbent may be expected to perform.

1. Collaborate with FMS management team to initiate, assign and coordinate work projects and processes among the FMS operational support staff.
2. Oversee the workflows of the FMS Project Specialist and Division Assistant to ensure appropriate separation of duties and the financial integrity of the department.
3. Coordinate with the Finance department to ensure projects are within State Regulatory Rules and in compliance with contracting, accounting, and purchasing policies and procedures.
4. Input annual budget for FMS department and monitor expenditure to budget throughout fiscal year.
5. Monitor and manage the application of FMS systems including the Web Help Desk, on-call system, and fleet management tools.
6. Work independently on assigned projects; coordinate required KCLS staff, vendors and others involved to successfully complete projects.
7. Track and monitor FMS projects from initiation to closeout, reconciling billing to financial systems, and resolve discrepancies and complaints.
8. Review invoicing from vendors to insure rates are as stated in contracts.
9. Prepare fiscal, administrative, and other statistical reports as deemed appropriate and/or as required.
10. Establish and maintain internal controls with a special emphasis on the operational areas identified as having a high risk of fraud, waste, and abuse.
11. Manage public sector smalls works roster portal.


Secondary Duties:

1. Maintain and distribute department related information.
2. Communicate with supervisors and managers about operations and/or dispatch issues.
3. Complete and maintain a variety of reports as directed by the department director.
4. Respond to incidental emergencies (e.g. fire alarms, flooding) that impact KCLS facilities.
5. Other related duties, administrative processes, and projects as assigned.


DESIRED MINIMUM QUALIFICATIONS:

Education and Experience:

Preference will be given to candidates with the following:

• Prior work in business/public administration, accounting or project management.
• Strong understanding of accounting concepts, with intermediate knowledge of Microsoft Office suite with an emphasis on Excel skills.
• Ability to prepare and track a budget.
• Training in project management.
• Three years’ increasingly responsible related experience.
• Or an equivalent combination of training and experience that provide the required knowledge, skills and abilities to successfully perform the essential duties of the position.


SPECIAL REQUIREMENTS
None


CORE COMPETENCIES:

Valuing Diversity – Manages relationships with all kinds and classes of people inclusively and equitably; respects, values, and encourages the unique dimension each employee adds to the organization and each member of the community brings to the whole. Seeks opportunities to learn from differences.

Customer Focus – Primarily focused on customer needs, able to deliver high quality, value added services. Constantly strives to find new ways to increase customer satisfaction and understanding, foster equitable services, and forge meaningful connections.

Ethics, Values, and Judgment – Exercises best judgment, trustworthiness, and professional standards of conduct; consistently demonstrates organizational values, moral principles, and accountability in behavior, character and action. Defends intellectual freedom and patron confidentiality.

Professional and Technical Knowledge – Demonstrates proficiency in professional and technical skills and/or knowledge in position related areas; purposely keeps up with current developments and trends in areas of expertise, in order to foster personal success and connections for others.

Communicates Effectively – Conveys ideas/information in a way that is clear, engaging, and suitable to the audience. Main point of their message is apparent. Listens more than they speak, responds appropriately. Seeks influence.

Decision Quality – Makes decisions and solves problems, can deal adeptly with varied levels of complexity, ambiguity, and risk; takes responsibility and accepts ownership for decisions regardless of outcome. Responds promptly and appropriately in crises situations.

Work Quality – Inspires and strives for excellence in all aspects of work including setting high standards of performance for self and others; ensures that results are complete and accurate; exhibits attention to detail.

Teamwork/Collaborating – Works cooperatively and productively with others to achieve goals and deliverables. Is aware of, utilizes and celebrate their own and team member’s strengths and differences.
Organizing and Planning – Establishes courses of action for self, can influence others to ensure that work is efficient, appropriately sensitive to real restraints on time and resources. Willing to take a risk.


PHYSICAL DEMANDS & WORK ENVIRONMENT:


Physical Demands:
While performing the duties of this job, the employee is constantly using hands in conjunction with frequent finger use and typing, 10-key and this typing may be repetitive up to frequently. Constantly sits up to 2 hours at a time and seldom will stand and walk. Will frequently reach up to chest level with hands and arms to work at desk. The employee will occasionally lift to 10 pounds and seldom push carts with up to 20 pounds of force.


Work Environment:
Work is performed in a normal office environment or on site at a KCLS community library. The position often requires early morning discussions and is subject to frequent interruptions. Extensive PC work is required.

 
 

Experience


2+ to 5 years


This job is no longer active.

Accounting / Control Office Issaquah Full Time WA Financial Analysis, Operations, Project Management Administrative Operations Specialist - Facilities Management Services other