Administrative Assistant - PRCS

City of Lakewood•Lakewood, WA

15d•Onsite

About The Position

Under the direction of a director, this job class performs a wide variety of responsible and complex administrative and secretarial duties. Incumbents plan and perform complex administrative office coordination to ensure smooth, timely and efficient office operations for the department; relieve the director of technical clerical and administrative details having department wide impact; research, collect, analyze and compile data and information for inclusion in reports; maintain financial records, files and budgets related to departmental operations, programs and expenditures; and maintain confidentiality of labor/management issues or personnel actions. Work requires an advanced ability to use advanced office software and an extensive knowledge of the department's services, and regulations, policies, procedures, and activities and to apply them using initiative and independent judgment. Work is performed under broad guidelines, with considerable latitude for implementing action in planning and organizing the work, determining work methods and developing procedures and priorities to comply with policies or legal requirements. Assignments entail either many separate phases or a variety of different administrative transactions, and problem solving which involves some analysis or qualitative review of individual cases, materials or circumstances to determine the appropriate action, decision or solution. May direct the work activities of clerical employees. This class is distinguished from the Office Assistant by providing administrative support directly to a department director and by the level of responsibility assumed. This is an AFSCME represented position. Interviews are tentatively scheduled for the week of July 30th.

Requirements

College level course work in business administration, office management, secretarial training or related field
Four (4) years of increasingly responsible secretarial or administrative office support experience
Valid Washington driver's license (may be required for some positions)
Knowledge of organization, functions and activities of City departments and positions
Knowledge of financial and statistical record keeping techniques
Knowledge of principles of training and providing work direction
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 used by the City
Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary
Knowledge of applicable laws, codes, regulations, policies and procedures
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 interpersonal skills using tact, patience and courtesy
Knowledge of telephone techniques and etiquette
Ability to plan and perform complex administrative office coordination duties
Ability to perform secretarial and administrative assistance duties in support of the Director
Ability to maintain confidentiality of labor/management issues or personnel actions
Ability to plan and organize work
Ability to operate a computer and other office equipment to enter data, maintain records and generate reports
Ability to evaluate and recommend improvements in operations, systems, procedures, policies and methods
Ability to research and analyze data and information and develop, evaluate and present alternative recommendations
Ability to present ideas and concepts clearly and concisely
Ability to communicate effectively both orally and in writing
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 peers and superiors across organizational lines
Ability to work on multiple, concurrent tasks, with frequent interruptions
Ability to meet schedules and timelines
Ability to maintain financial accounting records
Ability to prepare, monitor and control assigned budgets
Ability to perform the essential job functions
Ability to type, transcribe materials and operate office equipment
Ability to type with accuracy at 50 words net per minute from clear copy

Nice To Haves

Related public sector experience desired

Responsibilities

Independently plan and perform complex administrative office coordination
Relieve the director of technical clerical and administrative duties having department wide impact
Assist other professional staff in the department as assigned
Compose, prepare and type a variety of correspondence, memos, reports and other materials
Organize and coordinate office functions, activities and communications with departmental and City staff as well as citizens, community businesses and outside organizations
Ensure efficient workflow and office operations
Open, categorize, prioritize and distribute mail to appropriate personnel
Answer telephones and greet visitors
Provide information or refer to proper department or individual
Maintain schedules and calendars for department director and other managerial staff as assigned
Provide staff support and administrative assistance to boards and committees as assigned
Attend and record meetings and type meeting minutes
Prepare reports, agendas, correspondence and other materials as appropriate and according to decisions and approved actions
Interact with visitors in person and on the phone
Provide information, receive and process requests and complaints and route individuals to proper department or individuals as appropriate
Provide procedural and City code information to various citizens and businesses
Operate computers utilizing a variety of software programs, including database, spreadsheet, and word processing applications, to produce written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar
Operate business and office machines including personal computer, copiers, fax machines, and calculators
May operate transcription equipment
Assist with the development and distribution of public hearing notices and agendas
Assemble and maintain a variety of records and technical information for boards and commissions
Participate on a variety of City committees, study groups and task forces
Attend a variety of meetings including staff meetings as assigned
Report for scheduled work with regular, reliable and punctual attendance
Perform related duties as assigned