Administrative Assistant

City of Everett•Everett, WA

11d•Onsite

About The Position

The City of Everett is accepting applications for the appointive position of Administrative Assistant in the Construction Management department. This role assists the Construction Management Team with Large Capital Projects and Contracts. Working for City government is personally rewarding for those looking to make an impact at the community level. As an employer, we advocate for employee professional growth, and value work-life balance. The City of Everett is proud to be an Equal Opportunity Employer, and our goal is to recruit and hire capable and engaged job candidates from a diverse range of backgrounds. We are committed to creating and supporting an inclusive and welcoming environment for all employees. The Construction Management Administrative Assistant works in coordination with construction managers, develop and innovate process improvements; create process maps, templates, and procedural manuals. Duties will include preparing pay estimates, monitoring prevailing wage compliance, and processing change orders. This position requires the ability to read contracts and do basic math and verify that contractor force account calculations are consistent with contracts.

Requirements

Associate’s Degree in Administrative Assistant / Administrative Professional Program or a related field
3 years of experience performing varied relative office support work of a progressively responsible or confidential nature, including word processing, spreadsheets and databases.
Ability to read contracts and do basic math
Verify that contractor force account calculations are consistent with contracts.

Nice To Haves

1 year of experience overseeing public fund use is highly desirable.
Candidates with work experience in the area of assignment are preferred.

Responsibilities

Perform confidential clerical and administrative work of a varied nature including receiving and screen calls and emails; establish and maintain files, records, and other information sources needed to facilitate, support and document office or department activities.
Provide information and support regarding departmental, fiscal, and grant management policies and procedures.
Maintain records to comply with applicable city, state and federal requirements.
Compose and prepare general correspondence, which requires knowledge of departmental and/or administrative operations, policies and procedures to prepare.
Utilize word processing and spreadsheet functions to tabulate and sort data, generate reports, worksheets, schedules, letters, memos, requisitions and other items of similar complexity.
Coordinate with external subrecipients and community partners to obtain required annual reports for grant management support.
Coordinate with departmental staff to organize and prepare reports for funders.
With support from community development staff, attend meetings with external partners and represent Everett’s Community Development Division.
Gather information for reports and transactions, consolidate and prepare data for review such as quarterly grant reports.
May maintain departmental records and/or files, enter information into databases, and other reports on department, division, and/or employee activities.
May provide general budget work for the department and/or divisions including monitor budget expenditures, grant invoices, invoice entry, pay invoices, oversee petty cash account, and initiate and follow up on purchase requisitions.
Perform related work and special projects as assigned.