Overview
Administrative Assistant Jobs in Federal Way, USA at City of Federal Way, WA
Position: Administrative Assistant 2
This Administrative Assistant 2 position is currently funded at .5 FTE. Salary range and benefits are prorated.
* The first review of applications will be on May 14th
* Under the direction of the City Clerk, plan and perform complex administrative office coordination to assure smooth, timely and efficient office operations for the department; relieve the City Clerk of technical, clerical, and administrative duties having department-wide impact; research, collect, analyze and compile data and information for inclusion in reports; maintain records, files, and information related to departmental operations, programs, and expenditures.
While this position does not back up the Deputy City Clerk, the incumbent may be assigned additional duties in the absence of the Deputy City Clerk.
Administrative Department Support
* Plans and performs complex administrative office coordination; relieves the City Clerk of technical, clerical, and administrative duties.
* Assists department staff as assigned; composes, prepares, and types a variety of correspondence, memos, reports, and other materials.
* Organizes and coordinates office functions, activities, and communications with departmental and city staff, as well as community members, businesses, and organizations, to ensure efficient workflow and office operations.
* As directed, prepares a variety of statistical, financial, and narrative reports and records; assists in assembling budget documents and budget preparation; monitors assigned budget accounts; researches and obtains price quotes from vendors; prepares and coordinates the purchase of office supplies, equipment, and other expenditures.
* Recommends improved processes, systems, and procedures as a result of new policies or directives or routine research and analysis; assists with implementation.
* Coordinates the use of city hall facilities by outside groups in accordance with adopted policy; maintains an orderly setup/restoration process.
* Performs notary public services for internal and external customers.
Open Public Meetings Act (OPMA) Support
* Assists with publishing city council meeting packets and materials in accordance with established procedures and timelines; prepares chambers for city council meetings.
* Prepares public notices for city council special meetings and public hearings.
* Maintains citywide public meeting information; prepares weekly meeting calendar.
Records Management Support
* Files and maintains citywide contracts; reviews contracts for quality control.
* Files city ordinances and resolutions.
* Maintains the city’s historical records database.
* Coordinates citywide shredding pickup logistics.
* Coordinates accession and retrieval of records from offsite storage.
* Assists in department projects as assigned.
Other Duties
* Responds independently to inquiries when appropriate.
* Recommends changes in procedures and amendments to policies to enhance operational efficiency for the assigned functions.
* Supports the relationship between the City of Federal Way and the constituent population by demonstrating courteous and cooperative behavior when interacting with visitors and city staff.
* Maintains confidentiality of work-related issues and city information.
* Other duties that fall within the scope of the position classification may be assigned as needed.
* Any combination of education and experience equivalent to graduation from high school, supplemented by coursework in business administration, office management, administrative support, or a related field.
* Three (3) years of increasingly responsible administrative support or office management experience.
* Previous public sector experience is preferred.
Licenses and Other Requirements:
* Valid notary public license or ability to obtain within two months of hire date.
* Valid driver’s license.
* Certified Municipal Clerk certification preferred.
* Regular attendance and punctuality are required for this position.
* May be required to pass a City background check.
Knowledge of:
* Organization, functions, and activities of the assigned department.
* Basic budgeting; financial and statistical record-keeping techniques.
* Processing requirements and…
Title: Administrative Assistant
Company: City of Federal Way, WA
Location: Federal Way, USA
Category:
