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.*

The City of Shoreline’s Planning and Community Development Department is searching for its next customer\-focused and detail\-orientated Administrative Assistant II. In this role, you will perform a wide variety of responsible and complex administrative, secretarial and clerical duties in support of the Permit Services division. This forward\-facing role supports the front counter and plays a key part in serving the public, offering direct assistance to customers and community members.

The department is committed to bringing the community’s vision of a welcoming, equitable, sustainable, and safe community into being by providing exceptional customer service, community guidance, and creative problem solving. As an Administrative Assistant II you will become a member of the Permit Services Team. This team is responsible for providing exceptional customer service and administering permitting functions for the City, including building, land use/planning, fire, film, franchise utilities, right\-of\-way, and special events permits.

The successful candidate will have excellent communication skills, a strong attention to detail, experience in providing exceptional customer service, and enjoy a team where continuous improvement is at the heart of what we do. A collaborative, solution\-oriented attitude is essential to this work, along with experience working within permitting systems/processes. This position also works frequently and partners with other departments and outside agencies.

The City is in the midst of evaluating the permitting process and is working on an implementation roadmap to streamline and improve permitting processes. As an Administrative Assistant II, you will play a key role in implementing improvements as the department works towards creating a simpler and easier to understand process for our customers that meets City and State performance measures.

Shoreline is a growing and diversifying community of over 60,000 people located directly north of Seattle in King County, Washington. The City is in the midst of an exciting transformation, with two recently opened light rail stations and a recent Comprehensive Plan update setting the policy direction for the City’s growth for the next 20 years. At the City of Shoreline, you will be part of the team at the forefront of this transformation. The City is committed to an aggressive reduction of greenhouse gas emissions through Resolution 494 and the recently adopted Climate Action Plan. Shoreline recently declared its commitment to becoming an actively anti\-racist city by passing Resolution 467 and working to understand how undoing racism in all forms shows up in city policies and services.

DEFINITION

This full\-time position performs a wide variety of responsible and complex administrative, secretarial and clerical duties in support of the Permit Services; answers phones and provides central reception for visitors in Permit Services area; participates in the City's business licensing and permitting program; performs a variety of tasks relative to assigned area of responsibility.

This position works closely with five Permit Technicians and under the guidance of Permit Services Manager. In addition to the qualifications required by the job duties, the ideal candidate will have strong customer service skills and a positive attitude.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from Permit Services Manager.

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 duties in support of the Department.
• Provide central reception for permit counter; receive and direct visitors and telephone calls; provide front counter assistance, including accepting applications, providing information, accepting payments; monitor division or department email account; respond to and resolve complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities, or direct to appropriate staff, assist with creating contractor accounts in the City’s permitting portal.
• Participate in the processing of applications, forms and notices for specialized department programs, permits or licenses.
• Type and proofread a wide variety of internal and public documents; type from rough draft or verbal instruction; may independently compose, edit and design public or internal documents related to assigned responsibilities.
• Assist in the maintenance of the City's electronic data systems; maintain accurate and updated public information.
• Gather, select, classify and compile data from various sources and prepare summaries as required.
• Review clerical procedures for assigned duties and recommend improvements.
• Maintain records of receipts, track invoices, reconcile credit card statements, and assist with resolution of payment\-related issues or questions.
• Perform mailing activities; apply and record postage; sort, bundle and deliver mail and organize bulk mailings.
• Create and post content for the department's website and SharePoint.
• Maintain inventory of office supplies; obtain estimates for ordering purposes; order supplies as needed.
• Operate and maintain a variety of office equipment including copiers, facsimile machine and computer; input and retrieve data and text; organize and maintain disk storage and filing.

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 duties in support of the Office.
• Provide central reception for Permit area; receive and direct visitors and telephone calls; provide front counter assistance, including accepting applications, providing information, accepting payments; monitor division or department email account; respond to and resolve complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities, or direct to appropriate staff, assist with the AEC account.
• Participate in the processing of applications, forms and notices for specialized department programs, permits or licenses.
• Type and proofread a wide variety of internal and public documents; type from rough draft or verbal instruction; may independently compose, edit and design public or internal documents related to assigned responsibilities.
• Assist in the maintenance of the City's electronic data systems; maintain accurate and updated public information.
• Gather, select, classify and compile data from various sources and prepare summaries as required.
• Review clerical procedures for assigned duties and recommend improvements.
• Maintain records of receipts, track invoices, reconcile credit card statements, and assist with resolution of payment\-related issues or questions.
• Perform mailing activities; apply and record postage; sort, bundle and deliver mail and organize bulk mailings.
• Create and post content for the department's website and SharePoint.
• Maintain inventory of office supplies; obtain estimates for ordering purposes; order supplies as needed.
• Operate and maintain a variety of office equipment including copiers, facsimile machine and computer; input and retrieve data and text; organize and maintain disk storage and filing.

Marginal Functions:

• Perform related duties and responsibilities as required.

QUALIFICATIONS

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Knowledge of:

• Permitting functions and terminology. Methods and techniques of customer service.
• Principles of business letter writing and report preparation. Principles and procedures of record keeping.
• Methods and techniques of research.
• Basic math.

Ability to:

• Participate and work effectively in an organization committed to advancing principles and practices of equity and anti\-racism.
• Respond to requests and inquiries from the general public. Provide customer service to the public.
• Operate office equipment.
• Use effectively software such as Microsoft Office Word, Excel, Outlook, Adobe Acrobat, and SharePoint.
• 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 public material for educational purposes.
• Work independently in the absence of supervision.
• Work well as a contributing work team member.
• Understand and follow verbal and written instructions.
• Communicate clearly, both verbally and in writing.
• Establish and maintain effective working relationships with diverse population and staff members.
• Maintain regular, predictable attendance.

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 with assisting permitting processes, preferred.

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.

Environmental Conditions:

Office environment; exposure to computer screens; extensive contact with the public.

Conditions Of Employment:

• Establishment of 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:

Position is not eligible for remote work based on the job responsibility and duties of the position that require job tasks to be done exclusively onsite as outlined in the Employees Working Remotely policy.

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.) Recruitment Timeline:

• Review of applications: May 26 \- 29
• Tentative Phone interviews (if needed): Week of June 1
• Skills Assessment: Week of June 1
• Tentative Panel interviews: Week 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\.