Administrative Assistant

City of Kirkland•Kirkland, WA

11h•Onsite

About The Position

This position will take the lead on preparing and publishing Council packets, managing legal notices, supporting the boards and commissions process, and performing other advanced administrative duties in support of the City Clerk’s Office. A core responsibility of this role is supporting the publication of the Council packet, which is prepared at least twice a month and typically ranges from 200 to 500 pages. The Council meets twice a month on a regular cadence and typically considers 15–20 distinct items at each meeting. These items make up the Council’s meeting packet, and the Clerk’s Office ensures that each one receives the necessary approvals, is finalized, and distributed to the Council and the public on schedule. The role uses One Meeting by Granicus for workflow routing and relies on the Microsoft Suite and Adobe Suite to finalize documents. It also works with Open Cities to post HTML packets to the City’s website. Additionally, this position plays a key role in legislative follow-up, ensuring that resolutions and ordinances are finalized, indexed, recorded, and properly codified into the municipal code. The position reports directly to the City Clerk.

Requirements

GED or Associates Degree in Office Administration or related field.
3-5 years administrative experience with increasing responsibility, specialization, and heavy public contact.
Or: In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual’s knowledge, skill, and ability to proficiently perform the essential duties and responsibilities listed above.
Highly developed oral and written communication skills essential.
Computer skills in spreadsheet and word processing applications, especially Windows, Excel, MS Word, Access, PowerPoint, Email, Calendar, timekeeping systems, and scheduling systems.
Ability to remain flexible to changing priorities, exercise a high level of detail orientation, and follow through on tasks to completion.
Must be able to work independently with multiple assignments.
Ability to maintain confidential information.
Understands office administration practices, concepts, and automation applications; demonstrates written business communication/report writing techniques, and shows knowledge of bookkeeping theories and principles.
Ability to provide excellent customer service and work effectively with all levels in the organization, outside consultants, other agencies, and the general public.
Uses independent and discretionary judgment effectively.
Performs basic mathematical functions.
Effectively coordinates and schedules projects.
Must possess a valid Washington State driver’s license.
Advanced computer literacy and working knowledge of accounting principles required.

Nice To Haves

Experience preparing official agenda packets and supporting materials for governing bodies such as city councils, boards, or commissions.
Experience supporting public meetings, including meeting logistics, agenda coordination, minute-taking, post-meeting follow-up, and coordination of meeting materials.
Familiarity with Washington State Open Public Meetings Act (OPMA) legal noticing requirements and Public Records Act (PRA) records retention and disclosure requirements.
Strong proficiency with technology and office software, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams) and Adobe Acrobat.
Ability to learn and effectively use agenda management, records management, and document publishing systems.

Responsibilities

Coordinates, facilitates, and prepares documents for meetings, conferences, special events, and projects; provides technical expertise for high level administrative efforts needed to complete specified tasks; demonstrates a comprehensive knowledge of office practices and procedures.
Provides administrative support to Director, drafts correspondence, proofreads documents for grammar and form, creates spreadsheets for tracking information, copies materials, creates presentation materials, and completes other special projects as assigned.
Coordinates routing and approval for agreements, grants, and other contracts originating within the department, including reviewing to ensure that requirements are met.
Serves as department timekeeper; responsible for preparing accurate semi-monthly payroll; tracks and prepares Personnel Action Forms (PAF’s) for terminations, step increases, vacation increases, etc.
Oversees training programs for administrative personnel including class and student calendars, records of attendance, and ordering class material.
Provides specialized information, identifies problems within a defined scope and has the authority to resolve discrepancies; initiates follow up and resolves problems of potential sensitive nature with high level skill and professionalism.
Provides administrative support and coordination for various departmental budgetary tasks; distributes and coordinates annual budget materials and serves as liaison across multiple departments ensuring accurate submittal of all budget materials.
Prepares, processes, and delegates purchase requisitions utilizing City’s financial system; assures proper approvals and coding; verifies packing slips with invoices and routes approved invoices to Accounts Payable for payment; maintains files for orders and payments made.
Responds to general inquiries from the public; provides information, instructions, and assistance to customers having business with the City.
Assists department staff with submitting and resolving service requests.
Interprets and applies regulatory guidelines, laws, and procedures to specific situations; demonstrates considerable independent judgment to determine and evaluate facts without direct guidance; able to take initiative and handle sensitive and pertinent administrative tasks effectively.
Establishes and documents processes and procedures; may train other staff on best practices for consistency.
Establishes, maintains, and updates files and records for the department, Director, and other professional staff.
Acts as confidential assistant to the Director for confidential and sensitive correspondence and incidents; provides technical and specialized support for complex projects and large-scale administrative tasks.
Coordinates Department Council and Board and Commission agenda items, edits, and checks items for proper formatting requirements; organizes, delegates, prepares and/or purchases meeting refreshments and supplies.
Represents, and provides support for various Departments at meetings and on study groups and committees as directed.
Prepares and assists with logistics for department events and meetings.
Maintains web content generated by the department.
Makes travel, hotel, and seminar arrangements for department personnel.
Coordinates and supports the department hiring processes with hiring managers.
Other duties as assigned by Director.