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Administrative Assistant - City of Kenmore ( Job # 19-0005)

This job is closed.

Minimum Salary: $3,997.00 per month
Maximum Salary: $4,376.00 per month
Employment Type: Full Time
Department: Community Development
Closes: April 15, 2019 at 5:00 PM
(Open to current employees and the general public.)

Summary

The City is seeking a self motivated and customer service oriented Administrative Assistant to perform a variety of confidential and administrative duties which will equally support the work programs in both the Development Services and Community Development Departments. The position reports directly to the Community Development Director and Development Services Director.  Because of the small number of City employees, each staff member is expected to perform a wide range of office and field duties as may be required from time to time.

Please see the attachment for the outstanding benefits offered by the City. Advertised salary is the hiring range being offered.

Our Service Vision:

Propelling Kenmore Upward!  We Create a Thriving Community; We Help People Love Where They Live


Essential Duties and Responsibilities

Performs administrative support duties.

Responds to customer inquiries and conveys information about programs and services provided by the department and information about department projects. Refers difficult or sensitive matters to the Director.

Types from rough drafts or verbal instructions a variety of materials such as letters, memoranda, recurring reports, and statistical data.  Composes routine correspondence and forms as necessary.  .

Performs clerk duties for the Planning Commission including: assembling and distribution of meeting materials; attending evening meetings; taking and preparing meeting minutes; taking roll for Commission actions; and operation of audio and visual equipment during meetings.

Performs back-up receptionist duties.  Receives and screens visitors and telephone calls, referring to others as appropriate.  Takes and forwards messages.

Schedules and arranges meetings.  Prepares schedules and informs participants, confirming dates and times. Take notes, and maintains records of the proceedings from routine departmental meetings. 

Makes travel arrangements for Department staff as needed.

Manages and inputs information onto relevant databases, including the permit tracking database.  Updates information and maintains data files.  Accesses databases , and extracts information to create standardized reports.

Manages the financial tracking system for financial guarantees associated with permits issued by the Development Services Department.  Includes data input, ensuring appropriate forms received from applicants, tracking relevant data including expiration dates, coordinating with the Director and providing release of guarantee information to the applicant and others.

Manages public notice requirements for permits and City projects including: preparation of notices including legal newspaper notices; preparing mailing and email distribution lists; preparing and ensuring legal newspaper notice publication and notices posted on a project site as required; compiling and summarizing public comments.

Primary contact to collect information for each department to respond to public records requests or other citizen requests for information.

Cross trains with other department staff as directed.

Maintains and develops spreadsheets for budget tracking and other purposes.

Compiles information from existing information systems and resources for reports.  Organizes information to fit into requested formats. Prepares and maintains regularly required reports with established forms used by internal staff and external agencies.

Performs special projects.  Assists with research of archives or other data, and compile reports.

Receives, handles and stores confidential information pertaining to the department.  Maintains confidentiality of private and sensitive information.

Performs records management functions, including compliance with State archiving requirements

Assists the Director with development of department budget proposals, maintaining communications with work teams on status and information needs.  Maintains approved budgets, transaction records, and audit trails, including those for special projects, contracted services, and grant-funded activities.

Assists with the administrative needs of other departments as needed.

Assists with purchasing and other financial processes.  Receives, verifies, and processes invoices for equipment, supplies and services purchased by the department.

Provides administrative support for plans and contract preparation, requests for proposals/qualifications, bid preparation and processing, and contract administration.  Obtains and processes necessary documentation for the execution of contracts, such as insurance certificates and prevailing wage documents.  Supports all phases of a project, from design to project close out.

Assists in the tracking and reporting of project/program budgets including invoice processing for consultant, construction, interlocal agreement, material and utility invoices.

Assists with the City’s website and other forms of public communication.

Assures reliable and timely attendance.

Performs other duties as assigned that support the overall objective of the position.

 

 

Knowledge and Skills

Requires in-depth knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing. Requires a basic knowledge of the policies and procedures associated with the assigned department.  Requires a working knowledge of personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, special applications used by the organization unit, and data entry onto custom databases.  Requires sufficient math skills to perform financial and statistical record keeping.  Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. Requires sufficient human relations skill to work cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts.  

Abilities

Requires the ability to independently perform all of the duties of the position. Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections. Requires the ability to receive and properly control sensitive, confidential, and private information.  Requires the ability to learn, interpret, explain and apply knowledge of municipal government and department organization, operations, programs, functions, special terminology used in the organization unit, and labor agreements to relieve the Director of a variety of administrative details.  Requires the ability to prepare spreadsheets, graphs and charts.  Requires the ability to learn and enter, import, and export data to and from databases within a reasonable time frame.  Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to work cooperatively with citizens. Requires the ability to work as contributing member of a team, work productively, patiently, and cooperatively with other teams and external customers, and convey a positive image of the City and its services.

Physical Abilities

The position incumbent must be able to function indoors in an office environment. Requires ambulatory ability to sit for extended periods of time, to utilize computers and peripheral equipment, accomplish other desktop work, and to move to various locations within the office. Requires the ability to use near vision to read printed materials.  Requires auditory ability to carry on conversations in person and over the phone.  Requires the ability to retrieve work materials from overhead, waist, and ground level files.  Requires manual and finger dexterity to write, use a pointing device and keyboard at an advanced rate, operate computer, and to operate other standardized office equipment, almost constantly requiring repetitive motions.

Education and Experience

The position typically requires knowledge equivalent to completion of college-level business courses and four years of progressive secretarial/administrative experience.

Licenses and Certificates

May require a valid driver’s license.

Working Conditions

Work is performed primarily indoors where minimal health and safety considerations may exist.

Our Service Vision

Work with us toward our Service Vision: Propelling Kenmore Upward!  We Create a Thriving Community and Help People Love Where They Live.


Attachments
2019_Fringe_Benefit_Analysis.doc
CD_DS_Admin_2019.pdf

Location
City of Kenmore
18120 68th Ave NE
Kenmore, WA 98028