Administrative Assistant 3 - PW

City of SeaTac • SeaTac City Hall; SeaTac, WA

14d • Onsite

About The Position

At the City of SeaTac, we are committed to serving our community with trustworthiness, collaboration, social responsibility, emotional intelligence, and accountability. Our Public Works Department plays a vital role in maintaining the infrastructure, services, and daily operations that keep our city running smoothly. We are seeking an Administrative Assistant 3 who thrives in a dynamic environment, enjoys coordinating complex administrative functions, and takes pride in supporting a team that serves the public every day. As the Administrative Assistant 3, you will be the central administrative hub for Public Works supporting the Director, division managers, and staff across multiple operational areas. You will coordinate projects, manage records, support financial processes, and help ensure the department runs efficiently and professionally. This role is perfect for someone who enjoys variety, problem-solving, and being the “go-to” person who keeps everything moving.

Requirements

• High school diploma or GED
• Four (4) years of increasingly responsible administrative support experience
• Experience with complex coordination, records management, financial tracking, and customer service
• Experience supporting executive-level staff
• Knowledge of organization, functions, and activities of the assigned department.
• Knowledge of financial and statistical record-keeping techniques.
• Knowledge of principles of supervision include training and development of assigned personnel.
• Knowledge of processing requirements and procedures for public documents.
• Knowledge of basic budget preparation and control techniques.
• Knowledge of modern office practices, procedures and equipment including a personal computer.
• Knowledge of computer software including word processing, spreadsheets, and database management.
• Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary.
• Knowledge of interpersonal skills including tact, patience, and courtesy.
• Knowledge of laws, codes, regulations, policies, and procedures related to the assigned department and work performed.
• Knowledge of City and department organization, operations, policies, and objectives.
• Knowledge of preparation and presentation of financial, statistical, and narrative reports.
• Knowledge of office management techniques.
• Knowledge of telephone techniques and etiquette.
• Skill in planning and performing complex administrative and office coordination duties.
• Skill in relieving the Director of administrative duties having a department wide impact.
• Skill in performing secretarial and administrative assistance duties in support of the Director.
• Skill in operating a computer terminal to enter data, maintain records and generate reports.
• Skill in researching and analyzing data and information and develop, evaluate, and present alternative recommendations.
• Skill in communicating effectively both orally and in writing.
• Skill in maintaining financial accounting records.
• Skill in preparing, monitoring, and controlling assigned budgets.
• Skill in updating website pages and use of various social media.
• Skill in operating cell phones to manage phone app citizen request program.
• Skill in typing, transcribing materials and operating office equipment.
• Typing at 45 words net per minute from clear copy.
• Ability to plan and organize work.
• Ability to evaluate and recommend improvements in operations, systems, procedures, policies, and methods.
• Ability to present ideas and concepts clearly and concisely.
• Ability to read, interpret, apply, and explain codes, rules, regulations, policies and procedures.
• Ability to work confidentially with discretion.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Ability to meet schedules and timelines.
• Ability to work independently with little direction.

Nice To Haves

• Experience supporting executive-level staff is highly desirable
• Training in Public Works contract administration is a plus
• Certification and/or training in Public Works Contract Administration, highly desired.

Responsibilities

• Provide executive-level administrative support to the Public Works Director and division managers
• Coordinate department workflows, schedules, communications, and operational follow-up
• Support contract administration, grant documentation, and compliance requirements
• Maintain financial, purchasing, and budget tracking records
• Serve as the department’s Records Management representative
• Support customer service request systems and public communications
• Prepare agendas, minutes, reports, and public notifications
• Train and support administrative staff on procedures and systems

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED