Administrative Assistant II job in Federal Way

EMPLOYMENT STATUS: Regular, Full-Time

SALARY RANGE: $4,182 - $5,297/month

OPENS: July 23, 2020

CLOSES: August 7, 2020 at 5:00 p.m.

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. Requires attendance at some evening meetings.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Essential and other important responsibilities and duties may include, but not limited to the following:

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.

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.

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.

TO APPLY: Please complete a required City of Federal Way application form and attach resume and cover letter. Applications are available on our website at www.cityoffederalway.com, or by calling 253-835-2530. Successful candidates for this position will be subject to a background check pursuant to RCW 43.43.815.

The City of Federal way is an equal opportunity employer committed to a diverse workplace. Applicants may request a copy of the City’s EEOP Utilization Report by contacting Human Resources at 253-835-2531. Any person requiring ADA accommodation should advise the City of the need. For telecommunications relay service for voice and text telephones call 7-1-1 or 1-800-833-6388/TTY or 1-800-833-6384/voice.