Office Assistant

This is an AFSCME represented position.  The City participates in the Public Employees Retirement System (PERS).  This posting will be open until filled or further notice.

Under general supervision, this position provides technical, complex, and specialized office support to City departments and/or programs. In-depth knowledge and proficient skills are required.  Incumbents work independently under broad guidelines and are expected to handle a wide variety of situations and apply detailed organizational or program knowledge.  Incumbents are expected to learn technical and specialized rules, regulations, policies, procedures, and activities related to the department and to apply them using independent judgment, interpretation, and analysis of data or information. 

Attendance: Maintain regular, reliable, and punctual attendance.

Correspondence: Compose, type, and prepare correspondence, memoranda, reports, forms, and other documents; proofread and edit written materials to ensure accuracy and full execution.

Budgets: Monitor and maintain departmental and/or project expenditures; process and track purchase orders and invoices; audit, investigate, and correct errors to ensure compliance with established procedures and policies; regularly advise staff of budget status; assist with the development of department/program budget.

Process Forms: Receive and process forms, applications and other materials according to established procedures; route and track documents and other materials for review and approval; assure compliance with established procedures, policies, and regulations.

Fees: Collect fees, fines, and other monies via cash and/or debit/credit card; count money, make change, and prepare receipts, as appropriate.

Reports: Collect and compile reports; maintain records and database information on the status of projects and on-going office activities; maintain records of office activities, customer comments, and financial and statistical data.

Website: Update and maintain the department or program’s section of the City website and/or intranet.

Provide Information: Provide information and services to City departments and staff, various agencies and organizations, as well as the general public; explain programs, activities, policies, and procedures within scope of authority; provide information of a general or limited technical nature.

Calendars: Maintain calendars and schedules of activities, meetings, and various events for department staff; coordinate activities with City departments, the public, and/or outside agencies.

Records: Create, prepare, and maintain a variety of records, logs, and files; locate materials and information in records and files as required; compile, collate, and duplicate information; prepare and distribute information packets for assigned office activities.

Travel: Prepare and coordinate travel arrangements for staff and maintain records of travel itineraries; compile travel expense reports, and prepare travel vouchers.

Minutes: Attend meetings, record meeting proceedings, and prepare minutes as assigned.

Guests: Answer, screen, and direct phone calls; take messages and refer callers to appropriate departments and/or staff. Receive and assist guests with questions, as well as requests for information and forms.

Mail: Prepare outgoing mail; review and distribute incoming mail, discard items not requiring supervisor or staff review; maintain mail supply items such as Federal Express labels, envelopes, and certified mail labels.

Office Supplies: Requisition office supplies to maintain an adequate stock; complete documentation and forward to supervisor for signature authority.

Inform Supervisor: Keep supervisor and department staff informed of significant and important matters requiring review or action; obtain information from staff members as directed, relay assignments, call attention to deadline, and obtain progress reports.

Admin Duties: Perform the duties of the department’s Administrative Assistant or Executive Assistance in his/her absence.

Safety: Actively champion a culture of and commitment to workplace safety through everyday actions and leadership.

Perform other duties as assigned.

Must be at least 18 years of age.

Graduation from high school or equivalent.

Three (3) years of increasingly responsible office, receptionist, and clerical experience.

LICENSES AND OTHER REQUIREMENTS:

Valid Washington State driver’s license.

KNOWLEDGE OF:

Modern office practices, procedures, and equipment

Correct English grammar, sentence structure, punctuation, and spelling.

Report writing and database management concepts.

Microsoft Office Suite of software products such as Word, Excel, Outlook, etc.

Effective time management and project management techniques.

Customer service protocols for effective phone, email, and in-person interactions.

Department/program rules, regulations, policies, procedures, and activities.

ABILITY TO:

Keyboard with proficient speed and accuracy.

Demonstrate proficiency utilizing software programs and office equipment.

Calculate basic business math and provide accurate change.

Work independently and with initiative within a collaborative team environment.

Understand and follow directions.

Accurately analyze a situation/problem; identify guidelines, regulations, policies, procedures, and/or protocols; and implement the most appropriate course of action.

Effectively execute duties in a timely, accurate, efficient, and value added manner.

Communicate and interact in a friendly, professional, and effective manner at all times.

Consistently provide exceptional customer service to all.

Establish and maintain cooperative and effective working relationships with others.

Maintain confidentiality, as appropriate.

Promote a safe, ethical, and professional work environment.

Consistently demonstrate the core values of service, teamwork, integrity, and respect.

Maintain regular, reliable, and punctual attendance

WORKING CONDITIONS:

ENVIRONMENT:

Indoor office environment with occasional travel to attend meetings and/or training.

PHYSICAL ABILITIES:

Constant use of sight, hearing, and speech abilities necessary to perform essential functions and communicate with others. Frequent fine finger manipulation and use of hands and arms in reaching/handling/fingering/grasping while operating office equipment and computers, preparing written documentation, handling paperwork, etc. Frequent sitting, may be extended at times, while doing desk activities. Frequent bending/twisting at waist/knees/neck while working at desk, worktable, or moving from sitting to standing position. Frequent standing in combination with walking (short distances) throughout work shift in office areas. Occasional pushing/pulling force up to 10 pounds opening doors, drawers, and moving materials. Mental acuity to ensure thorough mental analysis of situations in a fast-paced environment. Works primarily indoors in a climate-controlled office environment with low noise levels.

Salary : $5,038 - $6,295