Administrative Assistant III

GENERAL SUMMARY

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*Shoreline is a welcoming and inclusive City committed to building a workplace culture that embraces diversity, encourages participation, and promotes equity.*

The City of Shoreline is seeking a confident and resourceful Administrative Assistant III to join the City Manager’s Office. This position is ideal for an experienced administrative assistant who thrives in a fast\-paced executive environment, works independently, anticipates needs, and exercises sound judgment while managing complex and often sensitive information.

The Administrative Assistant III plays a key role in supporting the operations of the City Manager’s Office by providing advanced administrative, technical, and analytical support and serving as a trusted partner in managing information, processes, and executive priorities. The role requires strong organizational skills, professionalism, discretion, and proficiency with office technologies, and other information systems used to manage documents, workflows, and communications.

DISTINGUISHING CHARACTERISTICS

This is the advanced journey\-level class in the Administrative Assistant series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees perform the most difficult and responsible types of duties assigned to classes within this series, including providing complex administrative support to executive leadership and supporting high\-level meetings, initiatives, and decision\-making processes.

Employees at this level are required to be fully trained in all procedures related to their assigned area of responsibility and are expected to exercise a high degree of independence, judgment, and discretion.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from Executive Assistant to the City Manager.

EXAMPLES OF DUTIES

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ESSENTIAL AND MARGINAL FUNCTION STATEMENTS Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

• Perform specialized technical administrative duties in support of City Manager’s Office.
• Research and respond to citizen and staff requests and provide detailed information within area of assignment.
• Serve as record coordinator for the City Manager Office; organize, file, track, and maintain essential records and investigate and respond to public disclosure requests.
• Receive and post fees and payments; maintain receipts and reconcile charges.
• Collect, select, classify and compile data from several sources; create graphs, tables and other illustrative materials; prepare and copy summary reports as required.
• Maintain a follow\-up system on reports or other matters requiring action on a periodic basis.
• Develop proper report and correspondence layout, arrangement, grammatical composition and ensure the inclusion of all pertinent information from sources; initiate routine correspondence, reports and records; develop clerical procedures, routines and record keeping systems.
• Receive and direct visitors and telephone calls; respond to inquiries and provide referrals to appropriate staff.
• Oversee the general department email account and the citizen response process.
• Develop and run reports on enterprise software applications for a variety of department uses and input information into application software.
• Create flyers and other promotional items for assigned programs and events using appropriate computer software; assist with mailings and distribution of flyers.
• Coordinate department schedules; maintain and update department calendars; coordinate activities and details for department meetings, retreats, travel arrangements, registration and attendance for conferences.
• Provide responsible staff assistance and support to Council; coordinate, track and research Council, requests for information. Set up for, attend and record as needed public meetings; assist in agenda development; prepare meeting packets, legal notifications and minutes and technological support for remote/hybrid meetings.
• Create and route contracts.
• Create, maintain, organize and update department pages on City website and SharePoint sites.
• Maintain inventory of office supplies; obtain estimates for ordering purposes; order supplies as needed.
• Perform mailing activities; send and receive mail; prepare shipments and administer account.
• Coordinate and prepare the department's work plan.
• Assist in the preparation and monitoring of the department budget.

Marginal Functions:

• Plan and coordinate special events and meetings including Council events, staff events, community meetings, and executive meetings; manage logistics such as venue coordination and procurement, technology needs, event materials, and day\-of execution.
• Perform related duties and responsibilities as required.

QUALIFICATIONS

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Knowledge of:

• Principles and practices of office management.
• Applicable computer software applications.
• Methods and techniques of research.

Skills in:

• Organizing information
• MS Office software suite
• Customer service
• Business letter writing and report preparation
• Event coordination

Ability to:

• Participate and work effectively in an organization committed to advancing principles and practices of equity and anti\-racism.
• Learn general municipal government policies, procedures, terminology and related regulations
• Complete tasks with competing deadlines.
• Research and gather information for general public
• Provide service to public while exhibiting , listening and problem\-solving skills.
• Establish and maintain various filing and record keeping systems.
• Validate data, identify discrepancies in data inputs/outputs and provide recommendations for correction.
• Plan, organize and schedule work assignments to meet deadlines.
• Work with continual interruptions.
• Manage and coordinate multiple tasks.
• Make recommendations on process improvements and new technology uses.
• Interpret and explain department policies and procedures.
• Work independently in the absence of supervision.
• Communicate clearly and effectively, both verbally and in writing, including technical concepts.
• Establish and maintain effective working relationships with those contacted in the course of work.

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Four years of increasingly responsible administrative support experience.

Training:

Equivalent to the completion of the twelfth grade supplemented by college level course work in public administration, communications or a related field.

SUPPLEMENTAL INFORMATION

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The City's mission is to fulfill the community’s vision through highly valued public service. Our employees work relentlessly to achieve organizational goals while embracing the City’s values.City Mission, Values, and Goals.

Working Conditions:Environmental Conditions:

Office environment, exposure to computer screens, extensive contact with staff and occasional off\-site meetings and work\-related tasks; may rarely be required to attend evening and weekend meetings.Physical Conditions:

Essential and marginal functions may require sitting, walking or standing for prolonged periods of time; moderate or light lifting and carrying; pulling, pushing, reaching. While performing the duties of this job, the employee frequently uses hands to grasp objects, performs repetitive finger/keyboarding tasks, and works closely with other people. Application Process:

To demonstrate skills and interest, please complete the application and provide answers to the Supplemental Questions which will help us determine your qualifications for the job. (This application does NOT allow for attachments.)

Conditions Of Employment:

• All candidates will be required to establish employment authorization and identity at the time of hire. The City is not able to sponsor work visas.
• Prior to the start of employment, this position requires:

+ The successful completion of a skills assessment of the various Microsoft Office Suite programs that are required for this role.

+ A successful completion of reference checks, including at least one prior supervisor.

Remote Work Eligibility:

This position is eligible for some remote work in accordance with the City’s remote work policy, Employees Working Remotely. During the six\-month orientation period, all work is expected to be performed at the assigned City location. After the orientation period, any remote work schedule will be mutually agreed upon with the supervisor. Full\-time remote work is not an option. Employees must reside in the State of Washington.

Recruitment Timeline:

• Review of applications: April 10th
• Tentative Phone interviews (if needed): Week of April 13
• Skills Assessment: Week of April 20
• Tentative Panel interviews: Week of May 4
• Background and/or reference checks: Week of May 18
• Targeted start date: 3rd week of June

Applicants with disabilities who require assistance with the application or interview process will be accommodated to the extent reasonably possible. To request an accommodation, please call (206\) 801\-2243\.