City of Seattle · 7 hours ago
Administrative Support Supervisor
WA
Full-time
Onsite
Entry, Mid Level
$47.39/hr - $55.19/hr
2+ years expCity of Seattle is one of the nation’s largest municipally owned utilities, and they are seeking an Administrative Support Supervisor for Seattle City Light’s Transmission & Distribution division. The role involves providing strategic leadership and supervision to a team of administrative professionals, ensuring efficient support for operational divisions, and managing various administrative processes.
GovernmentInformation ServicesInformation TechnologyInternetNon Profit
Responsibilities
Provides strategic leadership and supervision to a team of five administrative professionals—one Administrative Staff Assistant and four Administrative Specialists—across two service centers, supporting dual divisions with comprehensive office management operations
Oversee daily task assignments, prioritization, and workflow coordination to ensure efficient support for both operational divisions
Delivers ongoing training to new and existing staff on established procedures, incorporating updates from cross-functional departments such as Finance and People & Culture
Offers consistent performance feedback, both verbally and in writing, and documents performance for continuous development and annual reviews
Maintains and regularly updates the Administrative Procedure Process Manual, serving as a centralized resource to ensure procedural accuracy, consistency, and alignment across both Operations groups
Supports and assigns staff during critical weather events that may cause disruption to our transmission and distribution service to our rate payers
Oversees documentation workflows, maintains and updates organizational charts, and manages procurement processes for supplies and equipment
Reviews, coordinates and processes travel and training documentation for individuals and groups, ensuring timely and accurate submissions
Directs claim assignment and tracking, conducting final reviews before submission to SCL Legal for approval
Ensures compliance with division-wide policies regarding purchasing, records retention, and administrative protocols
Drives the development and implementation of office procedures and continuously identifies and executes process improvements to enhance operational efficiency
Oversees the CIP Tool Budget across two divisions within T&D, ensuring all fund usage aligns with strict compliance criteria
Collaborate with budget partners to review submissions and maintain detailed budget worksheets and records that support purchasing and financial accountability
Provides budgetary guidance to management staff, including tracking, inquiries, and periodic reviews of payment status with administrative teams
Develop and streamline processes for identifying funding sources and tracking purchase orders and expenditures
Implements and monitors spend-down purchase orders to optimize budget utilization
Coordinates with finance to initiate contracts, purchase orders, and prepares compliance documentation to support procurement activities
Chairs the invoice review team for both divisions, ensuring timely and accurate processing of all invoices within the purchasing portal
Investigates discrepancies and funding issues that may delay vendor or consultant payments, resolving barriers to ensure prompt financial transactions
Leads cross-functional projects involving administrative staff and organizational committee members, as well as independently manages initiatives from inception to completion. Projects span process improvement, operational problem-solving, and strategic data collection to support decision-making and presentation development
Key efforts include analyzing storm staffing patterns based on type, timing, and duration to inform resource planning. Applies structured methodologies to streamline workflows, enhance service delivery, and support organizational goals through actionable insights and well-crafted presentations
Qualification
Required
Requires two years of administrative experience and a Bachelor's degree in business or public administration or related field (or a combination of education, training and/or experience that provides an equivalent background to perform the work of the class)
Current Washington State driver's license
Preferred
3 years of experience supervising people to include giving performance and constructive feedback
Superior interpersonal skills in working collaboratively, inclusively and respectfully with diverse teams across different levels within the organization
Must demonstrate discretion, good judgment and confidentiality when handling sensitive matters
Self-motivated team player with proven ability to be flexible and adaptable to a changing environment. Able to manage shifting priorities, for self and team, with very little direction
Demonstrated ability to meet extremely tight deadlines without compromising accuracy, product quality and attention to detail
Strong oral and written communication skills
Demonstrated advanced skills in Microsoft Office suite, Outlook, Teams, SharePoint, Workday, Visio and Tableau a plus
Demonstrated experience in budget tracking, invoice payments, contracting processes, and travel document preparation and scheduling
Benefits
Vacation
Holiday
Sick leave
Medical
Dental
Vision
Life and long-term disability insurance for employees and their dependents
Company
City of Seattle
City of Seattle is a government website of all information and services related to city of Seattle.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Andrew Lu
Chief Operating Officer - Finance and Administrative Services Department
Marco Lowe
Chief Operating Officer for the City of Seattle
Recent News
Government Technology US
2025-12-20
Company data provided by crunchbase