GENERAL PURPOSE:

Plans, organizes, coordinates, schedules, and directs the operation of the administrative support personnel of the Public Works Department and Community Development Department. Manages the Departments’ administrative specialist positions. Performs administrative and office management work in support of the Departments’ operations, functions and programs. Serves as administrative assistant to the Departments’ Directors (Directors) and performs the full range of administrative support services for the Directors and other department staff. Provides records retention, retrieval, and destruction; typing; transcription; office equipment; basic supply functions; reception and other support functions to the Departments.

CLASSIFICATION SUMMARY:

The primary function of an employee in this class is to provide administrative support for department functions. As such, the incumbent often serves as the central communication link between the Public Works office, the Planning Department office, City Administration and the various divisions of public works. The incumbent is required to make discretionary decisions in all assigned areas, often initiating reviews of existing administrative procedures such as fiscal, equipment purchase, and staff communication and makes or recommends improvements. The position of this class performs confidential duties for all department functions. Supervision is exercised over the work of other office staff. The Administrative Assistant reports to the Directors. Once initial orientation is completed, the incumbent is expected to perform independently in all assigned areas. The employee in this position is responsible for administration, implementation and supervision of all support functions of the departments’ personnel located in City Hall; supervises subordinate staff; is responsible for records organization, processing, coordinating, monitoring, disseminating, and retention and destruction; and serves as the central communications link between department staff and Human Resources. Work is performed with considerable independence and latitude to perform work, adjust priorities, or recommend changes to existing policies and/or department procedures. This position performs a variety of clerical and administrative tasks in support of the Departments’ administrative functions. Most work is performed near the front reception desk to the departments’ offices located in City Hall. Assignments outside of the normal work routine are usually in the form of an outline of what is required or a statement of the end result expected with the incumbent expected to plan and carry out assignments independently.

ILLUSTRATIVE EXAMPLE OF ESSENTIAL DUTIES AND RESPONSIBILITIES:

Relieves the Directors of administrative details such as gathering data and preparing reports; generates and maintains budget records and reports; reviews existing administrative procedures in the area of assignment and initiates or recommends improvements; writes drafts of policies and procedures for review by the Directors or other administrative staff.

Serves as confidential secretary to the Directors; follows-up on staff or committee recommendations as assigned and prepares proper reports; composes letters and memoranda; writes office procedures; drafts policies for consideration; provides proofreading, editing, and secretarial duties for all department personnel, including Directors; maintains division/department web pages.

Prepares and distributes Planning Commission, Hearing Examiner, and Historic Preservation Commission agendas; prepares notices of special meeting and/or cancellation; and takes and transcribes minutes at meetings for the Site Plan Review Committee, Planning Commission, Hearing Examiner, and Historic Preservation Commission.

Helps prepare and administer department and division budgets; gathers information and prepares drafts of annual budgets; prepares monthly financial reports as requested; prepares invoices for payment; maintains and reconciles monthly department credit card statements and budget records.

Manages the Departments’ administrative specialist positions. Plans, schedules, assigns, directs and evaluates the activities of subordinates. Establishes training needs for present employees; trains new employees; takes appropriate action to correct deficiencies, including disciplinary action; and participates in the recruitment and selection of new employees (conducts hiring interviews, performs reference checking, and recommends selection of new hires). Prepares and conducts performance evaluations of Administrative Specialists, and transcribes performance evaluations for other divisions as requested. Performs the duties of subordinates when subordinates are away from their desks.

Serves as liaison with Human Resource Director on personnel matters.

Assists Public Works Department staff with preparing Capital Improvement Program (CIP) and Transportation Improvement Program (TIP) documentation. Provides administrative support to the Community Development Director in all matters related to the development of the CIP/TIP public hearing, including collating requests submitted by other departments, generating reports, scheduling the meeting, distributing agendas, and takes and transcribes meeting minutes.

Establishes and maintains all administrative files for the department; types and edits master documents; photocopies using multi-task and large-format copiers; coordinates administrative details relating to bid specifications and bid processes (binds contracts for sale/issuance, prints associated plans and coordinates distribution to agencies and contractors in paper form or through an online plan room).

Provides customer service on the phone and in person; responds to public inquiries concerning basic planning and zoning issues; retrieves maps and requested information; makes and sells photocopies; issues permits; calculates fees; assembles information notebooks, binders and other materials.

Tracks site plan and environmental checklists to ensure conformance with applicable state and city codes and laws, including calendaring for deadlines.

Maintains payroll records. Reviews timesheets for accuracy as assigned. Works with employees, or as a liaison with Human Resources/payroll, to correct inconsistencies.

Administers records retention program and provides for proper storage and disposition of departmental records. Maintains and monitors record retention/disposition schedule and investigates technological advances to recommend more efficient or space-saving record keeping methods and procedures. Monitors the release of information and records to ensure compliance with applicable laws. Processes requests for information and public documents. Identifies, prepares and releases records of all types (including paper, PDF scans, and digital recordings) in response to public record requests. Downloads recordings, documents and other digital media to GovQA/CD/DVD/thumb drives as needed.

Prepares, implements, and updates operating procedures for records, reception, and office supply.

Inventories, purchases, and receives operating supplies, and plans for future department and division equipment and supply needs.

Maintains records of fees collected and distributed; reconciles receipts with payment (cash/check) collected and prepares deposit reports for transfer to Finance Department.

Makes travel arrangements and training registrations.

Reviews requests from department personnel to process payments to vendors/contractors, and performs mathematical processes to determine that payments are accurately dispersed.

Develops work plans.

Works closely with Community Development Department staff to develop annual population estimate for the city.

Administers Prevailing Wage regulations for the departments.

Administers departmental and city policies and procedures.

Provides technical editing and review services for Directors and departmental staff.

Provides reception duties by greeting the public, obtaining information, giving directions, answering routine questions or referring customers to the appropriate person/department, providing forms, and collecting fees and generating receipts. Provides information about department programs, activities or events; screens telephone calls and determines proper referral; prepares response letters for the Directors and other department personnel; maintains department calendar; schedules meeting rooms; and coordinates meeting scheduling with multiple internal and external customers.

City Surplus department designee.

Coordinates facilities maintenance for departments.

Operates word processing, spreadsheet, database, publishing, graphics, and other software; produces lengthy and detailed reports; provides editorial and graphic design services for monthly newsletters, and occasionally contributes content.

OTHER JOB FUNCTIONS:

Attends work on a regular and dependable basis.

Interacts in a professional and respectful manner with city staff and the public.

Performs a variety of department tasks for the smooth operation of the department including filling in for Administrative Specialists when needed.

Performs other tasks as assigned.

SELECTION FACTORS:

(Applicants should describe their previous experience and training for each of the following selection factors. These factors will be the basis for selecting the most qualified applicants to be interviewed. Candidates selected for employment must satisfactorily demonstrate possession of these factors during a prescribed probationary period, and afterwards, for continued employment.)

Knowledge of:

• Secretarial practices including typing and transcription, general office procedures and business accounting;
• General procedures relating to the gathering and analysis of data and the preparation of reports;
• The operation of microcomputers and skill in the use of word processing, spreadsheet, database, and other software as required by the position;
• The organization, functions, and activities of local government and the department;
• Record management, retention, and disposal;
• The Washington Public Records Act, RCW 42.56;
• The public records retention and destruction process pursuant to RCW Chapter 40.14 and Title 434 WAC; Public Record Act Model Rules WAC 44-14 and the Open Public Meetings Act;
• Effective supervisory principles and practices including work planning, performance evaluation, employee motivation, and corrective action;
• Payroll policies, practices and procedures;
• Business English and business arithmetic;
• The correct use of English grammar, punctuation, spelling, and sentence structure;
• Basic knowledge of the activities of the City divisions being assisted; Engineering, Maintenance & Operations, Stormwater, Planning, Geographic Information System mapping, Economic Development, Protective Inspections (Building).

Ability to:

• Relieve a professional of administrative details with a minimum of supervision;
• Interact with the public and high-level public and private officials, in person, over the phone, or via email, in a tactful, pleasant, courteous, and diplomatic manner and maintains confidentiality of information;
• Track and monitor financial and other accounting records;
• Plan, schedule, assign, direct and evaluate the activities of subordinates;
• Revise and maintain record retention and retrieval systems in accordance with laws and regulations;
• Prepare and implement operating procedures for the departments;
• Respond politely and professionally to multiple and overlapping requests from the public and other departments that may conflict with looming deadlines;
• Prepare and deliver oral presentations before small and large groups;
• Record and maintain confidential information;
• Express ideas clearly and concisely in writing and orally;
• Take and transcribe clear and concise minutes of meetings;
• Learn and correctly apply routine department policies and procedures;
• Utilize a variety of computer software programs and equipment to perform duties;
• Respond to the public over the phone or in person in a tactful, pleasant, and courteous manner;
• Gather and analyze data and prepare reports;
• Establish and maintain effective working relationships with other employees, public and private officials, the Directors, vendors, and the public;
• Provide quality services in a cost-effective manner and recommend improved methods of performing the work;
• Physically perform the essential functions of the job.

MINIMUM QUALIFICATIONS:

(Persons applying for a position of this class should have any combination of the following experience and training.)

Two years of executive level secretarial or administrative experience which includes managerial duties and course work or training in administrative secretarial and managerial practices equivalent to an associate’s degree; or equivalent combination of experience and training.

TOOLS AND EQUIPMENT USED:

Personal computer; Microsoft Office Suite programs including Outlook, Word, Excel, Access, PowerPoint, and Publisher; typewriter; multi-tasking and large-format copy machines; telephone, scanner, GBC binder, laminator, label maker, 10-key calculator.

WORK ENVIRONMENT:

(The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Work is performed primarily in an office environment while sitting/standing at a desk or computer terminal or while standing at a counter for extended periods of time. Physical exertion may be required to lift office supplies and other materials.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to theposition.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

FLSA Class: Non-Exempt

Adopted: 1/83 Revised: 9/91, 5/94, 6/99, 12/01, 6/22