Administrative Assistant II

GENERAL SUMMARY

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*Shoreline is an inclusive City that endeavors to build a work culture which embraces diversity, encourages participation, and promotes equity.*

Public Works is an exciting environment committed to serving the Shoreline community through a variety of projects and programs. The Department is accredited by the American Public Works Association (APWA) demonstrating use of best practices for the industry and a dedication to continually improving/enhancing operations and project delivery. The Public Works Engineering Division is looking for a positive, resourceful, and supportive individual to be part of our dynamic team of project managers, engineers, administrative assistants and other professionals charged with delivery of capital projects, construction management, and development review.

The successful candidate will report to one of the managers in Public Works Engineering. Our current vacancy is for an individual that will report to the Capital Projects Delivery Manager and primarily support the team of engineers and Project Managers. The candidate will also typically support other managers, staff, and projects and may in the future be assigned to support a different manager in Public Works Engineering. The successful candidate will be adaptive, be adept at identifying and solving problems, have good attention to detail, and be committed to customer service and the community.

This position will perform as part of a team focused on delivery of capital projects, construction management, plan review, and other related activities; and will perform a variety of tasks including support of public outreach, contract administration, group management, and analysis of information and documentation.

DEFINITION

This classification performs a wide variety of responsible and complex administrative and clerical duties in support of an assigned department; provides information and assistance to the public regarding departmental policies and procedures; and performs a variety of tasks relative to the assigned area of responsibility.

DISTINGUISHING CHARACTERISTICS

This is the full journey level class within the Administrative Assistant series. Employees within this class are distinguished from the Administrative Assistant I by the performance of the full range of duties as assigned. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Administrative Assistant Ill in that the latter provides complex administrative support to a department director.

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:

• Provide responsible and complex administrative and clerical duties in support of the Engineering Division in the Public Works Department.
• Compose, edit, and proofread a wide variety of documents, ranging from letters and memos to reports, contracts, public notifications, as directed; may independently compose correspondence and documents related to assigned responsibilities.
• Develop and review report and correspondence layout, arrangement, grammatical composition and ensure the inclusion of all pertinent information from sources; initiate routine correspondence, reports and records; perform document control for various projects; develop clerical procedures, routines and record keeping systems.
• Create and route contract documents; maintain follow\-up system to track documents and expedite as necessary; examine contracts created by others to ensure accuracy and adherence to applicable guidelines and policies; research and resolve issues including communication with contractors.
• Research and respond to citizen and staff requests for public records and information, including public disclosure requests; provide detailed information within area of assignment.
• Create, edit and distribute flyers and other informational materials to support public outreach; post events on online calendar.
• Create and post content for the department's website and intranet; manage social media accounts.
• Coordinate department and external partner schedules; schedule, attend and coordinate a variety of meetings; conduct research and prepare documentation; prepare and compile meeting packets and agendas; take and prepare minutes; disseminate information, as appropriate.
• Process and route mail, invoices, contracts and other documents as assigned.
• Perform mailing activities; apply and record postage; sort, bundle and deliver mail and organize bulk mailings.
• Support project managers during project audits with outside agencies; prepare and assist with project closeout tasks.
• Archive records and documents according to City, State and Federal regulations.
• Develop and/or support development of procedures, routines and record keeping systems.
• Maintain follow\-up system on reports or other matters requiring action on a periodic basis.
• Gather, select, classify and compile data from various sources and prepare summary reports as required.
• Receive and direct visitors and telephone calls; provide information and front counter assistance; redirect calls and visitors as appropriate.
• Interpret and apply policies and procedures to ensure projects meet federal grant requirements.
• Prepare, process and submit invoices and grant reimbursements.
• Maintain records of receipts, track invoices, reconcile credit card statements and petty cash and assist with resolution of payment\-related issues or questions.
• Maintain inventory of office supplies; obtain estimates for ordering purposes; order supplies as needed.
• Assist in the preparation and monitoring of the annual budget.

Marginal Functions:

• Serve on various committees; plan and participate in special events as required.
• May train new staff on daily procedures.
• Perform related duties and responsibilities as required.

QUALIFICATIONS

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Knowledge of:

• Office procedures, methods and equipment.
• Department operations, programs, functions and terminology. Applicable computer software applications.
• Methods and techniques of customer service.
• Construction administration and project coordination procedures and tasks.
• Principles of business letter writing and report preparation. Principles and procedures of record keeping.
• Methods and techniques of research.
• Basic mathematical principles.

Ability to:

• Participate and work effectively in an organization committed to advancing principles and practices of equity and anti\-racism.
• Provide customer service to the public.
• Learn new tasks such as construction administration and project coordination procedures and tasks, activities and processes of project management, activities and processes of asset management, and federal requirements for grant funding.
• Handle sensitive information per City, State, and Federal guidelines.
• Effectively use MS Office applications including Word, Excel, PowerPoint and SharePoint, and OneNote.
• Plan, organize and schedule work assignments to meet deadlines.
• Work with continual interruptions.
• Multitask and prioritize tasks.
• Research and gather information.
• Interpret and explain department policies and procedures.
• Resolve routine and non\-routine issues and questions.
• Create material for public outreach and educational purposes on the web and other social media platforms.
• Work independently in the absence of supervision.
• Work well as a contributing member of a team.
• Be detail oriented and ensure data accuracy.
• Understand and follow verbal and written instructions.
• Communicate clearly and effectively, both verbally and in writing.
• 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

Three years of responsible administrative support experience. Experience using MS Office applications such as Word, Excel, Power Point and Outlook. Preferred experience with SharePoint, and applications tracking project management, asset management, and financial and permitting systems.

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 the public. Attendance at occasional evening meetings.

Physical Conditions:

Essential and marginal functions may require sitting, walking or standing for prolonged periods of time; moderate 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. Employees Working Remotely:

The City has implemented a remote work policy that allows staff to work up to three remote days a week; however, during the 6\-month probationary period it is expected that all work will be performed at City Hall. The schedule for this position will be mutually agreed upon but will have some mandatory days during typical weeks or during the month. Full\-time remote work is not an option. Once hired, employees must reside in the State of Washington.

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:

• Establishment of employment authorization and identity at the time of hire. The City is not able to sponsor work visas.
• 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.

Recruitment Timeline:

• Review of applications: May 19 \- 22
• Tentative Phone interviews (if needed): Week of May 25
• Skills Assessment: Week of June 1
• Tentative Panel interviews: Week of June 8
• Reference checks: Week of June 15
• Targeted start date: Week of July 6

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\.