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Administrative Assistant - Parks & Community Servcies - City of Kirkland ( Job # 18-0033)

Minimum Salary: $4,931.00 per month
Maximum Salary: $5,801.00 per month
Employment Type: Full Time
Department: Parks & Community Services
Open until filled.. Applications first reviewed on: Friday, February 23, 2018
(Open to current employees and the general public.)

Summary

Looking to work for a City with award winning parks and community services?

Come join our team as an Administrative Assistant in the Parks and Community Services Department at the City of Kirkland! The City has 59 developed parks, approximately 20 undeveloped parks, community centers, athletic fields, a wide range of community and recreation programming and works with the Senior Council, Youth Council, Park Board and Human Services Commission.

The Administrative Assistant for the Parks & Community Services Department supports a large team of dedicated Parks professionals. The Assistant position provides confidential and administrative support activities for the Director and other professional staff. Maintains attendance and payroll records and statistics on all Parks & Community Services department employees. Assures that department bills are paid on time, monitors budgetary accounts and produces reports for management staff, tracks contract and software support agreement due dates. Establishes and maintains open communication and acts as liaison for Director with management team, City staff, City Manager, and external parties. Assists in proofreading and organizing department procedures and documents.


Principal Accountabilities
  • Provides administrative assistance and support to the Director of Parks and Community Services and department management staff. Helps establish and maintain effective communication and acts as liaison between Director and management team, department heads, City Manager, Park Board, and City Council. Acts as confidential aide to Director in matters of personnel relations, property acquisition, and other City policy matters.
  • Coordinates special projects for the department as assigned. Gathers and interprets information, conducts research, and presents findings and conclusions in the form of both oral and written reports which contribute towards the development and implementation of effective public policy.
  • Completes timely and accurate payroll documents for all department employees and prepares and maintains required personnel documents for all seasonal and temporary hires.
  • Provides accounts payable/receivable function for the Administrative Division of the Department.
  • Supports the Director in the effective preparation for and implementation of Park Board meetings.
  • Budget coordinator; coordinates, manages, trains, & assists in Department budget preparations, as well as ongoing budget administration.
  • Assists with development and monitoring of capital improvement budgets. Maintains construction project accounts, including proper disposition of retainage funds.
Skills, Knowledge & Abilities
  • Ability to read and understand bargaining unit contracts and City ordinances and policies.
  • Computer skills in spreadsheet and word processing applications, especially in the Windows environment, including MS Word, Excel, Access, Outlook, and scheduling systems.
  • Highly developed verbal and written communication skills essential.
  • Knowledge of office administration practices, concepts and automation applications; written business communication and report writing techniques; Municipal code, including park rules, directives and procedures; City services and operations; research and analytical techniques; personnel policies and practices; purchasing/requisition policies and guidelines
  • Ability to communicate effectively, both orally and in writing, and work effectively with all levels of the organization and the general public; obtain, compile, and analyze data; develop management reports and business correspondence; use independent and discretionary judgment effectively; coordinate a variety of tasks and assignments simultaneously; handle confidential information; coordinate projects.
Minimum Qualifications

Associate Degree in Office Administration or related field, plus three (3) years administrative experience with increasing responsibility, or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. Position requires advanced computer literacy (Microsoft Office Suite) and working knowledge of accounting principles.

Preferred Qualifications

Associate Degree in Office Administration, Recreation, or related field, and (3) three years general office experience. Advanced computer literacy in spreadsheet and word processing applications. 

Preferred Qualifications Highlighted

  • Excellent written and oral communication skills.
  • Ability to use independent and discretionary judgment, maintain confidential information.
  • Work independently with multiple assignments, and work effectively with all levels within the organization and with the public.
  • Working knowledge of accounting principles required.
  • Knowledge or payroll and timekeeping systems. 
  • Strong organizational skills, ability to set up systems and processes and meeting deadlines.
  • Ability to develop relationships within the organization and the public.
  • Flexibility to attend after hours meetings and monthly Park Board evening meetings.
Selection Process

Position requires a cover letter, (letter of interest) and resume/work history for consideration of application to be submitted on-line.

Please note how you meet minimum qualifications within that letter.

The selection process for this position will include a skills test to assess writing, Excel and PowerPoint skills.  Applicants who are invited to participate in the test and/or interview process will be notified by phone or email.

Employer paid health benefit package: medical/dental vision for employee and dependents. Other employment benefits include: deferred compensation plan, 2x annual salary life insurance, vacation and sick leave accruals, on-site work-out facility, free on-site parking, ORCA Card, and paid holidays.

Note: 2017 wages shown

Finalist(s) will be required to complete a Criminal History Release Form.

Hours of Work

40 hours per week, Monday - Friday, 8:00 a.m. to 5:00 p.m.

May require after hours and evening Park Board meeting attendance.

Working Conditions & Physical Activities
  • Work is generally performed in an office setting.
  • Must be able to sit at a desk for long periods of time. 
  • May require evening or after-hours meetings.
Union Affiliation

As a condition of employment, must become a member of the American Federation of State, County, and Municipal Employees Union (AFSCME) within 30 days of employment or meet alternate regulations as set forth in the Agreement between the Union and the City.


Attachments

Location
City Hall
123 5th Ave
Kirkland, WA 98033