Administrative Assistant 2

Salary : $68,820.00 - $87,168.00 Annually
Location : 33325 8th Ave S, Federal Way
Job Type: Regular Full-Time
Job Number:
Department: Parks and Recreation
Opening Date: 05/19/2025
Closing Date: 5/26/:59 PM Pacific

Basic Function
Under the direction of a Director-level supervisor, plan and perform complex administrative office coordination to assure smooth, timely and efficient office operations for the department; relieve the supervisor of technical clerical and administrative duties having department-wide impact; research, collect, analyze and compile data and information for inclusion in reports; maintain financial records, files and budgets related to departmental operations, programs and expenditures. May staff Committee and/or Commission meetings and require regular attendance at evening meetings (approximately 2-4 month).

Distinguishing Characteristics: Administrative Assistant 2 incumbents provide complex administrative office support to a Director-level supervisor. Incumbents perform a broad range of complex duties in support of smooth, efficient and timely office and department operations, and may be required to supervise other administrative support staff. Administrative Assistant I incumbents provide administrative, customer service, and general technical support to a section or office.

Essential Duties and Responsibilities
Plan and perform complex administrative office coordination; relieve the supervisor of technical clerical and administrative duties having department-wide impact; assist other professional staff in the department as assigned; compose, prepare and type a variety of correspondence, memos, reports and other materials via electronic and various technology methods.

Organize and coordinate office functions, activities and communications with departmental and City staff as well as citizens and community businesses and organizations; assure efficient workflow and office operations.

May serve as Passport Facility Manager; determine that acceptance agents fulfill requirements and perform duties appropriately; may act as Passport Acceptance Agent to include review of required information for completeness; accept appropriate fees.

Act as the department's primary liaison with the City Clerk's office with regard to public records requests (PDA's); coordinate with department staff to research and locate responsive public records, update GovQA software, contact the requestor, and ensure deadlines are met.

Train, schedule and assign duties to administrative office support as assigned; assign duties to assist in the smooth, timely and efficient flow of information.

Maintain complex and comprehensive financial records and files pertaining to departmental expenditures, management of grants, budget balances, investments, payroll and operations; prepare status reports, charts and graphs as requested; assure the proper review, routing and completion of permits and plans for approval.

Prepare a variety of statistical, financial and narrative reports and records as necessary; assist in assembling budget documents and budget preparation; monitor and control assigned budget accounts; research and obtain price quotes from vendors; prepare and coordinate purchase of office supplies, equipment and other expenditures.

Develop new and improved programs, systems and procedures as a result of new policies or directives or routine research and analysis; implement and assist with implementation after securing approval.

Research, analyze and prepare information on a variety of topics for dissemination to the public through the media, to include Social Media platforms conference presentations, community meetings and City literature; coordinate efforts with City departments, government agencies and vendors.

Participate on a variety of City committees, study groups and task forces; attend a variety of meetings including staff meetings as assigned; provide staff support and administrative assistance to boards and committees; prepare reports, agendas, correspondence and other materials as appropriate and according to decisions and approved actions; type and distribute commission, committee and other meeting minutes using electronic and various technology methods.

Conduct a variety of studies involving programs, systems, operations, special needs, issues or activities of an assigned department; research, analyze and prepare recommendations or conclusions on assigned projects.

Perform a variety of heavy public interaction with visitors and on the phone; provide information, receive and process requests and complaints and route individuals to proper department or individuals as appropriate; provide procedural and City code information to various citizens and businesses.

May recruit, select, and supervise assigned administrative support staff; prioritize workload to assure efficient department operations; assign and review work.

Operate business and office machines including personal computer, copiers, scanners, printers, fax machines, calculator and transcription equipment.

May develop and prepare specifications for departmental projects, contracts, purchases and equipment; place advertisements and public notices related to land use hearings.

Maintain regular, reliable and punctual attendance.

Education and Experience
Education and Experience:

Any combination of education and experience equivalent to graduation from high school including or supplemented by course work in business administration, office management, secretarial training or related field and three (3) to four (4) years of increasingly responsible administrative assistant experience, including at least one (1) year in a municipal government environment. Prior supervisory experience is desirable.
Licenses and Other Requirements:

• Some positions within this classification may require a valid Washington driver's license.
• Some positions within this classification may be required to obtain a valid Notary Public within six months of employment.
• Some positions within this classification may be required to obtain Passport Acceptance Agent certification within six months of employment.

Knowledge and Abilities
Knowledge of:

• Organization, functions and activities of the assigned department.
• Financial and statistical record-keeping techniques.
• Train and provide work direction.
• Processing requirements and procedures for public documents.
• Basic budget document preparation and control techniques.
• Office practices, procedures and equipment including a personal computer.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy.
• Applicable laws, codes, regulations, policies and procedures.
• City and department organization, operations, policies and objectives.
• Preparation and presentation of financial, statistical and narrative reports.
• Office management techniques.
• Telephone techniques and etiquette.

Ability to:

• Plan and perform complex administrative office coordination duties.
• Relieve the supervisor of clerical and administrative duties having department-wide impact.
• Perform complex administrative and technical duties in support of the Director.
• Plan, prioritize, and manage projects, and organize work.
• Operate business and office equipment.
• Train and supervise work performance of assigned office support staff.
• Evaluate and recommend improvements in operations, systems, procedures, policies and methods.
• Research and analyze data and information and develop, evaluate and present alternative recommendations.
• Present ideas and concepts clearly and concisely.
• Communicate effectively both orally and in writing.
• Read, interpret, apply and explain City codes, rules, regulations, policies and procedures.
• Work confidentially with discretion.
• Establish and maintain cooperative and effective working relationships with others.
• Meet schedules and timelines.
• Work independently with little direction.
• Maintain financial accounting records.
• Prepare, monitor and control assigned budgets.
• Type, transcribe materials and operate office equipment.
• Type at 60 words net per minute from clear copy.
• Demonstrated ability to positively and effectively interact with diverse individuals to accomplish a common goal.
• Physically perform the essential functions of the job.

Environmental Conditions/Physical Effort:

Work is performed primarily sedentary in an office environment, with intermittent walking, standing, and sitting. Employee may be exposed to noise from basic office equipment operation and may be required to travel to a variety of locations to perform work, and involves public contact. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry push, pull or otherwise move objects.
The City of Federal Way offers a complete benefits package to regular status full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

Regular status part-time employees, receive benefits on a pro-rated basis.

To learn more details, visit our benefits page.