Office and Records Specialist
About The Position
Association of Washington Cities (AWC) is seeking a full-time Office and Records Specialist to join our collaborative and customer-focused team. This position provides lead administrative support to the administrative team by coordinating the daily office support activities, prioritizing administrative work, providing front desk coverage as needed, and assisting the team with a broad range of administrative and office support duties. The position also provides administrative support to the Public Records Officer (PRO) with the public records and records management programs of the organization. Founded in 1933, AWC is a private, nonprofit, nonpartisan organization, which provides a wide array of services to Washington’s cities and towns. AWC builds connections between our state’s diverse cities and towns, while providing our members with the support needed to thrive through delivery of data-driven education, nationally recognized pooling programs, and nonpartisan advocacy. AWC is a vibrant, fast-paced organization supported by 70 employees who are passionate about serving our members. We have a diverse team with subject matter expertise in various areas. AWC welcomes applicants from all backgrounds. We value the unique views, backgrounds, experiences, expertise, and potential of all our employees. We are committed to following our core values of collaboration, equity, innovation, integrity, and respect.
Requirements
- 3 years' progressive administrative support experience.
- Associate's degree or combination of education, experience and proven success in a similar role.
- Perform work without errors, maintaining a high attention to detail and accuracy.
- Highly skilled at using Microsoft 365 applications, Adobe Pro, and can learn and use a wide variety of proprietary systems.
- Exercise discretion and handle sensitive information with a high level of professionalism, tact, and sound judgement.
- Effectively organize work, prioritize competing tasks, and use available resources effectively to complete work accurately and on schedule for self and others.
- Ability to remain flexible and responsive to changing priorities, deadlines, and organizational needs.
- Strong verbal and written communication skills conveying information clearly to diverse audiences.
- Strong problem-solving skills, can gather relevant information, evaluate options, and take appropriate action within the scope of assigned responsibilities.
- Work collaboratively as part of a team, coordinate work with others, support shared priorities, deadlines and collaborate on organizational initiatives.
- Demonstrate strong judgement and decisiveness within the scope of established policies and procedures, ensuring adherence to standards.
- Proficient knowledge of business writing, punctuation, grammar, proof reading, spelling and arithmetic.
- Strong customer service skills and ability to represent AWC professionally to both internal and external customers.
- Ability to maintain consistent attendance and punctuality in accordance with approved work schedule.
Nice To Haves
- Experience coordinating team workloads, assigning responsibilities, and establishing work priorities preferred.
- Experience in records management preferred.
Responsibilities
- Provide lead administrative support in partnership with the HR Specialist by coordinating office support activities, prioritizing and assigning daily administrative work.
- Complete advanced administrative tasks, such as complex mail merges and help the administrative team use M365 applications effectively.
- Provide front-desk coverage by answering a multiline phone system, greeting guests, and covering breaks as needed.
- Process mail, checks, and other documents accurately while protecting confidential and HIPAA protected information.
- Support event preparation, including packing materials before events and unpacking afterward.
- Provide administrative support to the Public Records Officer.
- Apply redactions to documents as directed and approved by the Public Records Office and document each redaction using the applicable statutory exemption.
- Help in the organization and destruction of records in accordance with the retention schedules.
- Assist with projects related to the organization and preservation of historical documents.
- Copy, scan, file, and/or organize records, as assigned.
- Monitor the general email inbox, routing messages to appropriate staff, and responding to senders as needed.
Benefits
- 100% of the medical premium for employees paid by AWC
- 90% of the medical premium for spouse/domestic partner and child(ren) up to age 26 paid by AWC
- Dental and vision insurance are 100% employer-paid for employees and eligible dependents
- 401(k) with AWC match of $1.20 for every $1 contributed, up to 10% of employee's base salary
- Employer match can also be applied towards eligible student loan payments
- Four hours of paid vacation leave accrued per semi-monthly pay period, increasing over time
- Four hours of paid sick leave accrued per semi-monthly pay period
- 11 paid holidays and two floating holidays each year
- Basic life insurance
- Disability insurance
- Employer-funded Health Reimbursement Arrangement (HRA) ranging from $770 to $1,980
- Access to outstanding performance awards
- Tuition assistance
- Staff appreciation events
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
