Administrative Assistant 2-Public Works Operations

City of Kent, Washington•Manchester, NH

3d•Onsite

About The Position

The City of Kent's Public Works Department is seeking a highly skilled, detail-oriented Administrative Assistant 2 to provide essential support across multiple divisions within a fast-paced, service-focused environment. This role is ideal for someone who thrives on variety, enjoys improving processes, and excels at delivering exceptional internal and external customer service. As a key administrative partner to departmental leadership, you will take on complex and confidential tasks ranging from coordinating division-wide processes and supporting public records responses to managing onboarding workflows, maintaining detailed records, preparing meeting materials, and assisting with special projects. You’ll collaborate closely with staff across the city and serve as a trusted liaison to the community. If you are a resourceful multitasker who enjoys problem-solving, communicating clearly, and contributing to a culture of engagement, we invite you to bring your expertise to our team and support the mission, values, and daily operations of Public Works.

Requirements

Four (4) years of increasingly responsible administrative experience including the last three (3) years of experience performing administrative support for an administrator, division director/manager, a commission, council, or special group with extensive public contact.
High school diploma, or equivalent, supplemented by two (2) years of college level course work or training in public or business administration, office management, administrative assistance/secretarial training, or a related field.
Washington State Driver’s License
Proficient in Excel, Word, Outlook, PowerPoint
Must successfully pass a position specific background inquiry
Must successfully pass the City’s pre-employment driver’s record check and all employees must maintain an excellent driving record

Nice To Haves

Multilingual desirable
Notary Public License desirable

Responsibilities

Serve as confidential administrative assistant to the Deputy Public Works Director and Department Section Managers; relieving the managers from administrative, clerical, and technical details.
Assist other administrative staff to serve as the department-wide administrative support.
Serve frequently as liaison between management and the public and other City departments.
Handles confidential personnel information and records in accordance with current department and City policies.
Under the direction of supervisor, respond to public records disclosure requests.
Apply knowledge of the department’s documents, organizational files (physical/electronic) and databases required to properly respond to requests.
Gather data and produce timely responses.
Assist with creating and editing electronic mapping documents for the use of individual section work planning/scheduling, budget presentations and public information dissemination.
Collaborate with Geographic Information Staff for direction, training and product production.
Assist supervisor with administrative onboarding duties for seasonal, limited hour and supported employment staff.
Work with various City departments to process appropriate pre-employment paperwork and materials and ensure new staff have met all needed requirements.
Enter staff into appropriate departmental data bases and track employment data for section supervisors.
Act as lead for the Administrative sections supported employment staff.
Assist with employees’ work planning and training and provide input on quarterly and yearly reviews.
Work with City and departmental staff in the implementation and rollout of new software/programs and assist or lead in the training of impacted departmental staff.
Assist with creation, editing and modification of departmental standard operating procedures.
Coordinate division plan review for capital and development projects.
Act as liaison between Public Works and Economic and Community Development for assistance with deadlines and process changes.
Compile and prepare comments for return to originating department.
Prepare traffic alerts for public dissemination using a variety of software programs and social media tools.
Respond to after hour notification requests and occasional standby duty during inclement weather events.
Answer telephones, provide information and assistance to callers; enter and track requests in the resident request tracking system until resolution.
Organize, attend and document department meetings for capital projects, pre-cons, action teams, manager and division meetings.
Book meeting rooms, create agenda’s, take and distribute notes, track and compile action items, set up and clean up.
Prepare a variety of correspondence, memoranda, agendas, forms, reports, presentations and other documents from hand written or typed sources; proofread and edit materials for accuracy, completeness, and conformance to applicable rules and regulations, which include business grammar, punctuation and word usage, as required; compile, collate and duplicate information, package and distribute copies.
Prepare and maintain accurate and accessible computerized and hard copy filing systems.
Maintain complex records for retention and/or disposal, using the applicable Washington State records retention schedules.
Prepare contracts for Operations division and act as backup for Contract Specialist as needed.
Assist in the creation and editing of department pages on the City internal and external websites; to include traffic and departmental updates using social media tools.
Assist in obtaining photo documentation in the field of ongoing work projects.
Catalogue and organize photo’s electronically for use in work planning, presentations and historical documentation.
Actively support the vision, mission, values and goals of the department and the City.
During snow and ice season, it is the responsibility of the Operations Division to respond at all hours of the day and night to sand, plow and remove snow/ice from the City’s roadways and hills.
Perform related duties as assigned.
Act as backup to other Admin staff in the Public Works Department.
Rotate between Engineering and Operations divisions for training and coverage purposes as needed; flexing to the appropriate schedule for that division.