ADMINISTRATIVE SPECIALIST - M&O

City of Pullman•Pullman, WA

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About The Position

JOIN THE TEAM THAT KEEPS PULLMAN RUNNING STRONG The City of Pullman’s Public Works Maintenance & Operations Division is looking for a dedicated individual who wants to make a real impact in our community. Our team supports essential city services across Maintenance, Operations, the Equipment Rental Division, the Wastewater Treatment Plant, and Business Services—ensuring Pullman stays safe, clean, and thriving for everyone. As part of our team, you’ll work alongside skilled professionals who take pride in serving both internal and external customers with reliability, integrity, and care. Whether it’s maintaining critical infrastructure, supporting citywide operations, or helping residents through seasonal challenges like snow and ice control, your work will matter every single day. If you’re motivated, community-minded, and ready to grow in a supportive municipal environment, we’d love to meet you. Come help us keep Pullman moving forward. GENERAL PURPOSE: Performs a variety of general office, clerical, technical, bookkeeping and related administrative support duties for professional staff, division managers or a department director. CLASSIFICATION SUMMARY: The primary function of the Administrative Specialist is to provide a wide range of secretarial and clerical services to a department or division. The Administrative Specialist represents full scope of knowledge applied in professional support positions. Positions in this class are distinguished from positions at the Administrative Clerk level by the requirement to provide a diverse and full range of office assistance, secretarial, accounting and related duties. The Administrative Specialist performs work independently after becoming familiar with the purpose and mission of the department or division using a wide range of office skills brought to the job. Certain positions of this class may serve as a lead worker over other clerical personnel and/or perform confidential duties in the labor relations process and are, therefore, excluded from bargaining units. Administrative Specialists report to the department director, professional, or other supervisor. Work performance is evaluated for the effective functioning of the administrative support activities in an office.

Requirements

Secretarial practices including typing, transcription, filing, and general office procedures
Copywriting, proofreading and editing
Customer Service
Government communications best practices and trends
Interpersonal skills using tact, patience and courtesy
General procedures relating to the gathering and analysis of data and the preparation of reports
The operation of computers and skill in the use of word processing, spreadsheet, database, and other software as required by the position
Strong written and verbal communication skills, including appropriate use of spelling, grammar, punctuation and vocabulary; proofreading and editing skills
Knowledge of Webpage editing and updating.
Perform a wide variety of administrative and clerical functions
Demonstrate and apply skills listed in the knowledge of section above
Establish and maintain effective working relations with other employees, public and private officials, supervisors, and the public
Ability to quickly and accurately summarize complex items in both verbal and non-verbal formats
Deal with the public over the phone or in person in a tactful, pleasant, and courteous manner
Establish, modify and maintain filing and record keeping systems
Provide quality services in an efficient and cost-effective manner and to recommend improved methods of performing the work
Perform accurate work while experiencing numerous interruptions
Work under the pressure of deadlines or other time constraints
Physically perform the essential functions of the job
Effectively provide support and communicate with a diverse population of internal and external customers
Gain knowledge of the workings of the Maintenance & Operations Division, and the City of Pullman organization
Develop, maintain and use professional resources, contacts and strategies to promote community awareness and support.
Two years of progressively responsible administrative specialist support experience in a position at a level equivalent to an Administrative Clerk; or substituting course work or training in advanced secretarial or office practices and principles for up to one year of the experience; or any equivalent combination of experience and training; a valid Driver’s License.

Responsibilities

Provides confidential secretarial service; responds to personal, telephone, or written inquiries of citizens and high-level government, industrial, or community leaders and officers; screens callers and determines proper referral of callers using courtesy, tact and diplomacy; maintains calendar of appointments; composes correspondence; prepares and edits reports; prepares program flyers; (including social media) proofs documents for spelling, grammar, accuracy and format.
Provides the full range of administrative duties to an administrator including taking and typing notes of meetings obtained by word processing software, hand-written notes, tape recording, edits information while properly describing content and important decisions made.
Assist in maintaining department budget and assists supervisor in preparing preliminary budgets; prepares, processes daily review/biweekly deposits, processes and tracks purchase orders, invoices and payments.
Compiles information or notifies supervisor of items that require supervisory action prior to meeting; compiles and collates data for reports; tracks data and maintains computer spreadsheets or other database, may collect fees for permits, registrations or other activities; process payroll information and serve as liaison with human resources.
Establishes, modifies, and maintains filing and record keeping systems.
Answers telephone to provide information about department's programs and activities; schedules appointments for supervisor; provides customer service, registration, and daily deposits for department programs.
Inventories, orders, and receives office supplies.
Cross-trains in other secretarial, clerical or related tasks.
Attends work on a regular and dependable basis.
Interacts in a professional and respectful manner with city staff and the public.
Performs other duties and responsibilities as assigned by immediate supervisor or division / department head.

Benefits

3 Insurance plans to choose from as low as $0 for spouse & all dependents – Plans with deductibles as low as $200; high deductible plan includes employer sponsored contribution to Health savings account.
Vision & Dental Insurance with no cost sharing for employee & all dependents
$15,000 Basic Life & Accidental Death & Dismemberment insurance
Short Term Disability Insurance
PERS2 or PERS3 Retirement
Employee Assistance Program
Deferred Compensation
Additional Life & Spouse Life Insurance
Discounts on Parks & Rec Membership
Discounts on Life Flight Membership