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Administrative Assistant II

   
Job Id: 
17-035
Start Date: 
Friday, April 21, 2017
End Date: 
Friday, May 5, 2017 - 5:00pm
Department: 
Performing Arts & Events Center
Salary: 
$3,845 - $4,869/month, DOQ
Status: 
Open
Job Description: 

EMPLOYMENT STATUS:      Regular, Full-Time
SALARY RANGE:       $3,845 - $4,869/month                 

OPENS:      April 21, 2017
CLOSES:      May 5, 2017

BASIC FUNCTION:  Under the general direction of the Executive Director, the Administrative Assistant will plan and perform complex administrative office coordination to assure smooth, timely and efficient office operations for the Performing Arts & Event Center; relieve the supervisor of technical clerical and administrative duties having department-wide impact; research, collect, analyze and compile data and information for inclusion in reports; maintain financial records, files and budgets related to departmental operations, programs and expenditures. May require regular attendance at evening meetings.

ESSENTIAL JOB FUNCTIONS: 

  • Plan and perform complex administrative office coordination; relieve the supervisor of technical clerical and administrative duties having department-wide impact; assist other professional staff in the department as assigned; compose, prepare and type a variety of correspondence, memos, reports and other materials using word processing hardware and software.. 
  • Organize and coordinate office functions, activities and communications with departmental and City staff as well as citizens and community businesses and organizations; assure efficient workflow and office operations. 
  • Train, schedule and assign duties to office clerical personnel as assigned; assign duties to assist in the smooth, timely and efficient flow of information. 
  • Maintain complex and comprehensive financial record and files pertaining to departmental expenditures, budget balances, investments, payroll and operations; prepare status reports, charts and graphs as requested; assure the proper review, routing and completion of permits and plans for approval. 
  • Develop new and improved programs, systems and procedures as a result of new policies or directives or routine research and analysis; implement and assist with implementation after securing approval. 
  • Research, analyze and prepare information on a variety of topics for dissemination to the public through media, conference presentations, community meetings and City literature; coordinate efforts with City departments, government agencies and vendors. 
  • Participate on a variety of City committees, study groups and task forces; attend a variety of meetings including staff meetings as assign; prepare, type and distribute commission, committee and other meeting minutes. 
  • Conduct a variety of studies involving programs, systems, operations, special needs, issues or activities of an assigned department; research, analyze and prepare recommendations or conclusions on assigned projects. 
  • Prepare a variety of statistical, financial and narrative reports and records as necessary; assist in assembling budget documents and budget preparation; monitor and control assigned budget accounts; research and obtain price quotes from vendors; prepare and coordinate purchase of office supplies, equipment and other expenditures. 
  • Perform a variety of heavy public interaction with visitors and on the phone; provide information, receive and process requests and complaints and route individuals to proper department or individuals as appropriate; provide procedural and City code information to various citizens and businesses. 
  • May recruit, select, supervise and evaluate the performance of assigned administrative support staff; prioritize workload to assure efficient department operations; assign and review work. 
  • Operate business and office machines including personal computer, typewriter, copiers, FAX machine, calculator and transcription equipment. 
  • Develop and prepare specifications for departmental projects, contracts, purchases and equipment; place advertisements and public notices related to land use hearings.
  • Perform related duties as assigned. 

KNOWLEDGE OF:

  • Organization, functions and activities of the assigned department. 
  • Financial and statistical record-keeping techniques. 
  • Principles of training and providing work direction. 
  • Processing requirements and procedures for public documents. 
  • Basic budget preparation and control techniques. 
  • Modern office practices, procedures and equipment including: personal computer, fax machine, applicable software, such as Word, Excel, PowerPoint, Outlook, etc. 
  • Correct English usage, grammar, spelling, punctuation and vocabulary . 
  • Interpersonal skills using tact, patience and courtesy. 
  • Applicable laws, codes, regulations, policies and procedures. 
  • City and department organization, operations, policies and objectives. 
  • Preparation and presentation of financial, statistical and narrative reports. 
  • Office management techniques. 
  • Telephone techniques and etiquette. 

ABILITY TO:

  • Plan and perform complex administrative office coordination duties. 
  • Relieve the supervisor of clerical and administrative duties having deparment-wide impart;
  • Perform secretatial and administrative assistance in support of the Director. 
  • Train, supervise and evaluate work performance. 
  • Evaluate and recommend improvements in operations, systems, procedures, policies and methods. 
  • Research and analyze data and information and develop, evaluate and present alternative recommendations. 
  • Present ideas and concepts clearly and concisely. 
  • Communicate effectively both orally and in writing. 
  • Read, interpret, apply and explain City codes, rules, regulations, policies and procedures. 
  • Work confidently with discretion. 
  • Establish and maintain cooperative and effective working relationships with others. 
  • Meet schedules and time lines. 
  • Work independently with little direction. 
  • Maintain financial accounting records. 
  • Prepare, monitor and control assigned budgets. 
  • Type, transcribe materials and operate office equipment. 
  • Observe legal and defensive driving practices. 
  • Demonstrated ability to positively and effectively interact with diverse individuals to accomplish a common goal. 
  • Physical ability to perform the essential job functions. 

EDUCATION AND EXPERIENCE:

Any combination equivalent to: graduation from high school including or supplemented by course work in business administration, office management, secretarial training or related field and four (4) years of increasingly responsible secretarial or administrative office support experience, including at least one (1) year in a municipal government environment. Prior supervisory experience is desirable.


TO APPLY:     Please complete a required City of Federal Way application form and attach resume and cover letter.  Applications available at City Hall, 33325 8th Ave South, Federal Way, or online at the above website or by calling 253-835-2530. Successful candidates for this position will be subject to a background check pursuant to RCW 43.43.832.
 

The City of Federal way is an equal opportunity employer committed to a diverse workplace. Applicants may request a copy of the City’s EEOP Utilization Report by contacting Human Resources at 253-835-2531. Any person requiring ADA accommodation should advise the City of the need. For telecommunications relay service for voice and text telephones call 7-1-1 or 1-800-833-6388/TTY or 1-800-833-6384/voice..