Administrative Assistant

Salary: $29.47 - $39.29 Hourly
Location : Lake Forest Park, WA
Job Type: Part-Time
Job Number: 25-03
Department: Public Works
Opening Date: 01/31/2025

We are not accepting additional applications for this position at this time

The Administrative Assistant provides a wide range of administrative assistance and a variety of routine clerical activities and related tasks in support of the Public Works Director and Superintendent's administrative needs and Public Works department operations.

Responsibilities include support of assigned business activities, projects and processes; Provides a high level of customer service to staff and vendors; answers telephones/emails and directs people accordingly; Coordinates scheduling of meetings and facilities; Prepares routine written communication for internal and external audiences; Audits and enters various data into tracking/database system; Contract administration and invoicing; Records management; Managing calendars and scheduling meetings, preparing communication materials, and researching/compiling information for assigned projects.
Independent judgment, collaboration and strong attention to detail is required to plan, prioritize, organize and complete diversified workload in a timely manner with minimal supervision. Responsibilities have a significant impact on the organization's operations, records keeping, and customer satisfaction.

Work schedule is Monday - Friday, 7am - 11am.

This is a 0.5 FTE (20 hours per week) non-exempt position, eligible for overtime and benefits. The City provides benefit eligible employees the following: medical, dental, vision, life insurance, long-term disability (LTD), employee assistance program (EAP), HRA/HSA/FSA, enrollment in Washington State's DRS PERS plan, 401(a) retirement plan, and an optional 457 deferred compensation plan (DCP).

Note: This position is not eligible for a remote/hybrid work schedule.

Essential Functions:

I. Administrative Support

• Provide administrative and clerical support to the Public Works Director, Public Works Superintendent or designee including word processing, creating spreadsheets, scheduling appointments, conference rooms, travel and meeting arrangements, handling mail, ordering supplies, and maintain the cleanliness / organization of the office areas.
• Provide a high level of customer service including polite and accurate responses. Interact with employees, vendors, and customers in a courteous and professional manner.
• Provide administrative support to track employee credential expiration dates, licensing renewal dates, and required trainings; schedule training for staff as needed; file and retain related training records.
• Assist with meeting preparation and setup, scheduling meeting rooms, participate in staff meetings, taking notes and/or minutes, distribute agendas, and prepare meeting presentation exhibits and documentation.
• Research, compile and summarize data for special projects and reports, prepare original correspondence and documentation for other staff members, compile information from department records as needed.
• Assist with City-wide communications, including website updates and notifications. Includes: Preparing and distributing emergency road closure notifications to staff, local utilities, and other agencies; Assisting with maintaining updated information on the department's pages on the City's website.
• Provide administrative support to the department payroll process, tracking requests for vacation, comp time and sick time and ensuring timely submission of timecards and distribution of paychecks for the department.
• Provide administrative support for special ad hoc projects

II. Database and Records

• Maintain department databases in support of the Service Request and Work Order systems.
• Ensure that all general correspondence, confidential files and communications used by the Public Works department are filed systematically and maintained under the appropriate recordkeeping procedures of the City and State records retention guidelines.
• Respond to all requests for public records made on Public Works records.
• Archive, update and purge files and databases as necessary under records retention guidelines.

III. Budget and Billing

• Provide support for the department budget preparation, preparing supportive documentation, assisting with presentation materials and gathering and analyzing data.
• Prepare invoices for vendors/contracts as needed.
• Match receipts to invoices and code invoices to appropriate budget fund code for review and approval by department management.

Education and Experience

Required:

• Highschool diploma or equivalent AND at least one year of general administrative experience with increasing responsibility, including providing a high level of customer service OR equivalent education/experience.
• Working knowledge of Outlook, Microsoft Word, Excel, and PowerPoint.
• A valid WA State Drivers license upon hire and ability to maintain insurability with the City.

Preferred:

• Associates degree in Business Administration, Communications, or related field.
• Working knowledge of accounting/cash-handling procedures and records management.
• Knowledge of WA State retention schedules for local government and the Public Records Act.

Knowledge, Skills, Abilities

Knowledge of:

• Proficient knowledge of computers and applicable computer software applications, including specific knowledge of Adobe, Microsoft Outlook, Word and Excel.
• Working knowledge of modern administrative office procedures, methods, and equipment.
• Business letter writing and basic report preparation with proficient spelling and grammatical skills.

Skill in:

• Strong organizational, problem-solving and interpersonal skills.
• Strong attention to detail, working in a busy and sometimes stressful environment and changing priorities.
• Using initiative and independent judgment within established guidelines.

Ability to:

• Participate and work effectively in an organization committed to advancing principles and practices of equity and anti-racism.
• Report for scheduled work with regular, reliable and punctual attendance.
• Maintain and establish effective and cooperative working relationships with City employees, customers and vendors and to work effectively in a team environment.
• Work independently with a high degree of reliability, accuracy, and productivity.
• Conduct oneself in a professional manner as defined by City policy and maintain confidentiality.
• Respond timely to customer inquiries, complaints, concerns and needs and provide excellent customer service.
• Prioritize multiple projects; anticipate needs, and work effectively within deadlines.
• Understand, interpret and apply documents such as operating instructions, applicable policies, procedures and governmental regulations.
• Adapt to changes in the work environment and to shifts in organizational philosophy and expectations.
• Communicate in English clearly, concisely, and effectively, both orally and in writing.

See the for more information.

Working Conditions / Physical Requirements

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
The position works in a standard office environment with moderate noise levels. Occasional visits at outdoor work sites within the city may be required.