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Office Specialist - Public Works - City of Kirkland ( Job # 19-0116)

This job is closed.

Minimum Salary: $24.56 per hour
Maximum Salary: $28.90 per hour
Employment Type: Full Time
Department: Public Works
Closes: August 21, 2019 at 5:00 PM
(Open to current employees and the general public.)

Summary

The Office Specialist position coordinates and manages office support functions and provides administrative services to Public Works Managers and staff. 

ESSENTIAL RESPONSIBILITIES:

  1. First point of contact for the Public Works Divisions; answers and directs calls to appropriate parties; greets and directs visitors to appropriate areas; incoming and outgoing deliveries; receives and resolves citizen inquires and complaints. Receives/dispatches routine calls to staff 
  2. Maintains, develops and/or adapts office procedures and routines 
  3. Creates and maintains file systems ensuring required files forms, correspondence, and other documents are appropriately filed and available to all
  4. Proofs, edits, and types a variety of documents for the Public Works staff including: memos, correspondence, accident reports, inventory lists, budget information, surveys and training information, crew certification, budget information and forms
  5. Distributes incoming and outgoing mail and deliveries
  6. Acts as records management representative for Public Works.  Annually catalogs and archives records according to State Archival Retention Document guidelines.  Coordinates records destruction of out of date items and organizes off site storage of new items according to retention schedule. Coordinates Public Records requests within the Maintenance Division
  7. Arranges and coordinates registration and payment for training, seminars and conferences for manager and staff; travel or accommodations that are needed
  8. Utilizes various computer software programs to perform work duties including word processors, spreadsheets, databases and specialized software (document retention and document tracking)

Skills, Knowledge and Abilities
  • Knowledge of general office administration procedures, concepts and automation applications
  • basic filing and recordkeeping practices
  • written business communication/report writing techniques
  • database management skills
  • basic mathematical computations
  • in-person and telephone customer service and public relations
  • problem solving, organization and planning
  • attention to detail and accuracy
  • using office equipment such as phones, copiers fax machines and multi-line telephones.
Minimum Qualifications

High School diploma or general equivalency diploma (GED) and two years of increasingly responsible administrative experience; or an equivalent combination of education and experience which provides knowledge, skills, and abilities sufficient to successfully perform the essential duties of the position.

Preferred Qualifications
  • Municipal experience or general knowledge of Public Works function desired. 
  • Working knowledge of Information System and accounting systems preferred. 
  • Advanced office technology and software skills proficiency, to include word processing, spreadsheet, PowerPoint and other presentation software, and scheduling software.
  • Working knowledge of desktop publishing.
Hours of Work

Core business hours are 6:30 a.m. - 3:30 p.m., Monday - Friday.  On occasion, longer shifts may be required.  

Working Conditions & Physical Activities

Work will be performed mostly in an office setting (City Hall/Maintenance Center/Annex Building). In the office, some periods of time may be spent sitting at a computer terminal, or getting up and standing to help customers or to find information. Positions in this class typically require:  stooping, kneeling, reaching, sitting, mobility, talking, hearing, seeing, and repetitive motions.  Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. In the office, “traditional” office attire is appropriate.

Union Affiliation

This position is associated with the American Federation of State, County, and Municipal Employees Union (AFSCME).  Membership options available upon employment with the City.

Selection Process
  • A resume and cover letter are required; please note how you meet minimum qualifications within that letter.
  • Applicants who are invited to participate in the test and/or interview process will be notified by phone or email.

Candidates are encouraged to apply as soon as possible. While final selection will not occur until after closing, screening may commence prior to the closing date.  First review of applications will be on August 21.

Finalist(s) will be required to complete a criminal background check and submit a driver's abstract. 

Special Note

This opportunity includes a full benefit package: 100% paid medical/dental vision premiums for employee and dependents, vacation and sick leave accruals, paid holidays, free onsite parking, free workout facility, ORCA pass and more!


Attachments

Location
Maintenance Center - PW
915 8th Street
Kirkland, WA 98033