Administrative Assistant 2- Public Works (Operations)
Come work at a place where you have a direct impact on the quality of life for Kent residents, business owners and visitors alike!
The City of Kent is looking for an experienced professional to provide administrative support to the Operations Division of our Public Works Department! Do you pride yourself on providing excellent customer service? Do you have exceptional communication and organizational skills? If you are able to effectively use independent judgment in the performance of complex administrative duties, the Administrative Assistant II may be the perfect opportunity for you!
The ideal candidate will have four (4) years of increasingly responsible administrative experience, including at least three (3) years of experience performing administrative support for an administrator, division director/manager, a commission, council, or special group with extensive public contact. Skill in handling frequent interruptions during daily work with a pleasant and customer-focused demeanor is also required.
Hours of work for this position are 6:30 a.m. to 4:00 p.m. Monday through Friday on a 9/80 schedule, with one weekday off every other week. The schedule is subject to change as a result of business needs. Remote work is not available for this position.
There is one full-time, benefited position available. This position is represented by AFSCME.
**Please note that you must attach your cover letter and resume to your application in order for your application to be considered complete. Uploading your resume to auto-fill portions of the application does not automatically attach it to your application. Incomplete applications will not be considered for this position. If you experience technical difficulties, please contact our office Monday-Friday, between 8:00 AM- 5:00 PM at (253) 856-5270 and we will do our best to assist you.**
The selection process for this position will include a panel interview. Depending upon the number of candidates that apply, written testing may also be conducted. Dates for these have not been determined, but will be communicated to candidates as soon as they have been finalized. A second interview for finalists is also expected to be scheduled.
This posting is open until filled with a first review date of Monday, September 12.
$5,142- $6,267 monthly; depending on qualifications
Under the direction of the Administrative Services Supervisor or designee, the incumbent is responsible for performing a variety of complex, confidential and administrative office support duties involving preparation and maintenance of a variety of work for the Public Works Department.
Work is characterized by confidential, technical and specialized administrative support of various divisions within the department. The incumbent will perform a variety of administrative and organizational duties including, but not limited to, assisting with the implementation of new division wide processes involving complex and technical software programs, seasonal employee onboarding, maintaining training logs and complex filing systems; corresponding and communicating with internal and external customers to include the general public; compiling information in order to route and track projects; compiling agenda packets, minutes, and reports; scheduling meetings, training and conferences; respond to questions from the Public Works web site, track resident requests, assist with the public records requests, create spreadsheets and logs, and assisting with special projects as assigned. All Administrative Assistants may be assigned to perform work in any of the divisions within the department.
Work is performed under general supervision. Supervisor defines objectives, priorities, and deadlines; and assists incumbent with unusual situations, which do not have clear objectives or precedents. Incumbent plans and carries out assignments and handles problems and deviations in accordance with instructions, policies, procedures and/or accepted practices. Work is evaluated for technical soundness and conformity to practice and policy.
As an employee of the Public Works Department, actively participate in the processes and communications with coworkers to promote/support a culture of engagement.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Serve as confidential administrative assistant to the Deputy Public Works Director and Department Section Managers; relieving the managers from administrative, clerical, and technical details. Assist other administrative staff to serve as the department-wide administrative support. Serve frequently as liaison between management and the public and other City departments.
Handles confidential personnel information and records in accordance with current department and City policies.
Under the direction of supervisor, respond to public records disclosure requests. Apply knowledge of the department’s documents, organizational files (physical/electronic) and databases required to properly respond to requests. Gather data and produce timely responses.
Assist with creating and editing electronic mapping documents for the use of individual section work planning/scheduling, budget presentations and public information dissemination. Collaborate with Geographic Information Staff for direction, training and product production.
Assist supervisor with administrative onboarding duties for seasonal, limited hour and supported employment staff. Work with various City departments to process appropriate pre-employment paperwork and materials and ensure new staff have met all needed requirements. Enter staff into appropriate departmental data bases and track employment data for section supervisors.
Act as lead for the Administrative sections supported employment staff. Assist with employees’ work planning and training and provide input on quarterly and yearly reviews.
Work with City and departmental staff in the implementation and rollout of new software/programs and assist or lead in the training of impacted departmental staff. Assist with creation, editing and modification of departmental standard operating procedures.
Coordinate division plan review for capital and development projects. Act as liaison between Public Works and Economic and Community Development for assistance with deadlines and process changes. Compile and prepare comments for return to originating department.
Prepare traffic alerts for public dissemination using a variety of software programs and social media tools. Respond to after hour notification requests and occasional standby duty during inclement weather events.
Answer telephones, provide information and assistance to callers; enter and track requests in the resident request tracking system until resolution.
Organize, attend and document department meetings for capital projects, pre-cons, action teams, manager and division meetings. Book meeting rooms, create agenda’s, take and distribute notes, track and compile action items, set up and clean up.
Prepare a variety of correspondence, memoranda, agendas, forms, reports, presentations and other documents from hand written or typed sources; proofread and edit materials for accuracy, completeness, and conformance to applicable rules and regulations, which include business grammar, punctuation and word usage, as required; compile, collate and duplicate information, package and distribute copies.
Prepare and maintain accurate and accessible computerized and hard copy filing systems. Maintain complex records for retention and/or disposal, using the applicable Washington State records retention schedules.
Prepare contracts for Operations division and act as back up for Contract Specialist as needed.
Assist in the creation and editing of department pages on the City internal and external websites; to include traffic and departmental updates using social media tools.
Assist in obtaining photo documentation in the field of ongoing work projects. Catalogue and organize photo’s electronically for use in work planning, presentations and historical documentation.
Actively support the vision, mission, values and goals of the department and the City.
Perform related duties as assigned.
Act as backup to other Admin staff in the Public Works Department
Rotate between Engineering and Operations divisions for training and coverage purposes as needed; flexing to the appropriate schedule for that division
KNOWLEDGE, SKILLS AND ABILITIES:
Municipal government policies, procedures, and structure; applicable local, state and federal laws, codes, regulations and ordinances
Basic Public Works functions
Basic research methods City organization, operations, policies and objectives
Detailed record-keeping techniques
Applicable Washington State records retention schedules; Local Government Common Records Retention Schedule (CORE) and Utility Services Records Retention Schedule as well as the Washington State Department of Health Water record retention guidelines.
Quality customer service principles and practices
Modern office practices, procedures and equipment including personal computers and related software such as word processing, spreadsheet programs and web-based management systems
Proper use of telephone etiquette and techniques and ability to assist in answering diverse inquiries
Demonstrating effective interpersonal skills using tact, patience and courtesy
Understanding and following oral and written directions
Compiling, organizing, and summarizing complex, detailed material independently or from tape or oral instructions, letters, notices, bulletins or other material
Maintaining a variety of complex filing systems, records, and reports
Communicating effectively orally and in writing
Using English grammar, spelling, punctuation and vocabulary
Multi task; answer and handle several calls simultaneously while also acknowledging and greeting walk up customers and fielding internal client requests
Work in a fast-paced team environment that requires a high level of cooperative communication with team members as well as the ability to trouble shoot and problem solve when working independently
Orally receive information and instructions, process it, ask appropriate clarifying questions and evaluate for appropriate response, delegated staff or action items needed for resolution
Be physically present and working during posted business hours of office location
Punctually arrive at work and maintain excellent attendance
Learn the policies, procedures, activities and programs of an assigned area or office quickly and accurately
Perform technical and administrative duties with speed and accuracy
Establish and maintain cooperative and effective working relationships with others
Present information effectively both orally and in writing with a wide variety of City personnel, contractors, developers, outside agencies and the general public on a regular basis.
Organize and prioritize work assignments to meet schedules and timelines
Read and comprehend simple instructions, correspondence, memoranda, policy and procedure manuals, etc.
Write correspondence and routine reports; proofread and edit as needed
Add, subtract, multiply, and divide quickly and accurately; compute rate, ratio, and percent; and create graphs and charts
Read, interpret, apply and explain procedure manuals, general business periodicals, governmental regulations, and City policies and procedures and collective bargaining agreements
EDUCATION AND EXPERIENCE REQUIRED:
High school diploma, or equivalent, supplemented by two (2) years of college level course work or training in public or business administration, office management, administrative assistance/secretarial training, or a related field; and
Four (4) years of increasingly responsible administrative experience including the last three (3) years of experience performing administrative support for an administrator, division director/manager, a commission, council, or special group with extensive public contact.
In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual’s knowledge, skill and ability to perform the essential duties and responsibilities listed above.
LICENSES AND OTHER REQUIREMENTS:
Washington State Driver’s License
Proficient in Excel, Word, Outlook, PowerPoint
Notary Public License desirable
Must successfully pass a position relevant background check
Must successfully pass the City’s pre-employment driver’s record check and all employees must maintain an excellent driving record
MACHINES, TOOLS AND EQUIPMENT USED:
Typical business office machinery and equipment include, but not limited to, personal computer including database program, spreadsheet and word processing software, printer, telephone, scanning equipment, fax machine, copy machine, calculator and projector.
The physical demands described here are representative of those that must be met by an incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the incumbent is regularly required to sit for extended periods of time; use hands to finger, handle, or feel; and talk and hear normally, with or without mechanical assistance. The incumbent frequently is required to reach with hands and arms. The incumbent is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The incumbent may occasionally lift and/or move up to 50 pounds with or without assistance. Specific vision abilities required by this job include close, distance, and peripheral vision; depth perception; and the ability to adjust focus.
Work is performed in a typical office environment, subject to driving to various locations and working outside of normal working hours to meet critical time lines or to provide support in department emergency response events. While performing the duties of this position, the incumbent is subject to multiple interruptions by telephone and walk-ins by employees and citizens; occasionally works in outdoor weather conditions; may be exposed to individuals who are irate or hostile. The noise level in the office environment is usually moderate, while the noise level in the field may be loud.
It is the responsibility of the Public Works Department to respond at all hours of the day and night to emergency conditions (i.e. snow & ice, earthquakes, fire, flooding, wind, traffic accidents, etc.). The incumbent in this position may be required to work on weekends, evenings, and holidays, subject to rotating shifts and call back after normal working hours for emergency work. The incumbent may be required to carry a cell phone and/or laptop computer after hours and on weekends.
The City of Kent is an Equal Opportunity Employer.
Job Status: Full Time
Job Reference #: R732