Description

Position Description

Seattle City Light, a department of the City of Seattle, is one of the nation's largest municipally owned utilities in terms of the number of customers served. Over the years we have worked very hard to keep Seattle's electricity affordable, reliable, and environmentally sound. Today, City Light is a recognized national leader in energy efficiency and environmental stewardship.

Seattle City Light's Transmission & Distribution division is looking for an Administrative Support Supervisor to provide strategic leadership and supervision to a team of five administrative professionals across two service centers. The administrative team supports all tiers of leadership (Directors, Managers and Supervisors) as well as frontline employees, delivering comprehensive Operations assistance and responsive service across the organization. This is an exciting opportunity to be a part of not only the day-to-day activities but also critical weather events that directly affect our rate payers. This position will report to the Administrative Support Manager.

Job Responsibilities

Here is more Specific information about what you'll be doing:

• 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.

Qualifications

Required Qualifications:

In addition to the skills and experience mentioned below, a successful applicant will have experience that reflects a commitment to creating fair and equitable outcomes and has:

• 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).

Work Environment/Physical Demands

• Work is performed in an office environment.

License, Certification and Other Requirements

• Current Washington State driver's license.

Desired Qualifications - You will be successful if you have the following experience, skills, and abilities:

• 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.

Additional Information

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

Emergency Response Commitment:

Seattle City Light is committed to reliable service during emergencies. Through our Emergency Response Program, each employee is assigned a role—usually aligned with their regular duties—to support emergency operations. Your participation is vital to helping the utility stay prepared and serve our community when it matters most.

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The full salary range for this position is $47.39 to $55.19 per hour.

Application Process

You must submit the following with your 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.

Who May Apply: This position is open to all candidates that meet the qualifications. Seattle City Light values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. Seattle City Light encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQIA+, people with disabilities, veterans, and those with diverse life experiences.

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

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 City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members/most-employees-plans.

Want to know more about Seattle City Light? Check out our web page: https://www.seattle.gov/city-light/about-us/careers .