Office Assistant I

City of Port Orchard•Port Orchard, WA

5d•Onsite

About The Position

The City of Port Orchard is looking for individuals who want to make a difference for the community. The City’s mission of Realizing Our Community Potential means employees work toward a common goal of providing a desirable, thriving and connected community through transparency, accountability, growth and opportunities. If you value Service, Engagement, and Integrity in your work, we are looking for you! Note to applicants: We welcome attachments to your application. Please know, however, that attachments are not visible to the initial review team. Be sure to include in the online application pertinent information that you want the review panel to consider. The completeness of your application is a factor in determining which candidates advance to the next phase of our recruitment process. Please do not contact Human Resources in regards to your application. Please use the online application system to monitor the status of your application. Your cooperation is appreciated. This is an entry-level position that performs a range of clerical, customer service, and reception duties as needed to keep the Public Works Department operating efficiently. The Office Assistant I provides assistance in the areas of administrative support services, records management, risk management, purchasing, and data entry to support the Public Works Department.

Requirements

High School Diploma or GED
One (1) year of experience in an office setting
Valid driver’s license required upon hire
Out of state candidates are required to obtain a WA state driver’s license in accordance with state law.
Ability to communicate effectively and courteously in person and via telephone
Ability to format and type letters, memos, forms, labels, agendas, notices, reports, or other correspondence
Ability to proof correspondence and related documents
Ability to provide excellent customer service
Ability to maintain effective working relationships
Must be able to discern voice conversation both via telephone and in person
Must have hand-eye coordination sufficient to operate computers and other office equipment.
Ability to produce legible handwritten documents.
May be required to lift and/or carry up to twenty-five (25) pounds.

Nice To Haves

Any combination of experience and training that provides the desired skills, knowledge and abilities may be considered.

Responsibilities

Greet visitors and receive and route incoming telephone calls for the department.
Receive, log, and/or resolve citizen concerns and complaints.
Coordinate the use of the Active Club by maintaining the monthly calendar, distributing and monitoring keys, and creating reservations.
Perform routine office and clerical duties such as making copies, scanning, faxing, filing, proofreading, and sorting records.
Accurately interpret, enter, and update various data and information in computer databases and multiple software application programs, including but not limited to word processing and spreadsheet applications related to department functions or activities.
Produce written documents using established format for letters, memos, labels, agendas, notices, reports, and other correspondence.
Retrieve, open, stamp, sort, and distribute incoming, inter-office, and outgoing mail and packages.
Accept and process bids, Requests for Qualifications (RFQs) and Requests for Proposals (RFPs).
Assist with scheduling appointments, meetings, or reservations of various City facilities for staff and external requestors.
Aid in setting up meeting rooms and providing appropriate meeting supplies and materials.
Accurately take meeting notes and prepare written meeting minutes as needed.
Assist with organizing and maintaining various filing and tracking systems to aid in department compliance with programs such as water inventory, quality and efficiency reports, water and sewer availability letters, water and sewer work orders, latecomer’s agreements, developer extension agreements, and bills of sale.
Aid with developing and documenting office procedures, filing, and tracking systems.
Assist with compliance efforts as directed.
Assist with cross-connection and grease trap programs.
Use mail merge function of software for sending letters and notifications.
Research and submit documents for public record requests.
Aid with tracking, scanning, and filing public record responses.
Order and maintain office supplies for the department, including contacting maintenance and repair vendors when needed.
Provide support as needed for the annual STEP Pumping and STEP Conversion Program and for the Stormwater Program Coordinator for inspections as needed.
Assist with inventory tracking and asset management.
Assist with accounting functions which may include: coordinating orders, receiving and reconciling orders and purchases; monitoring use for various credit and purchasing accounts; forwarding invoices to accounting for payment.
Assist with administrative support and research as requested or directed by the Public Works Director.
Aid with completion of special projects as assigned to support department goals.
Perform duties of Office Assistant II during times of absence.
Reliable and regular attendance is required.
Other duties as assigned