Administrative Assistant III

Shoreline is an inclusive City that endeavors to build a work culture which embraces diversity, encourages participation, and promotes equity.   

Shoreline is looking for a confident and resourceful Administrative Assistant III to join the Public Works Department. This position is ideal for an experienced administrative professional who thrives in a high-responsibility role, works independently, anticipates needs, and applies sound judgment to solve problems without relying on constant direction. Experience supporting Public Works or other technically complex, operations-focused departments is highly desirable.

The Public Works Department is Accredited through the American Public Works Association and values continuous improvement, operational excellence, and effective use of technology.  The Administrative Assistant III is the department’s lead administrative position, providing critical support to the Director and senior staff and serving as a trusted partner in managing complex information, processes, and priorities.

Responsibilities include providing advanced administrative, technical, and analytical support; managing records and information systems; coordinating and supporting meetings; preparing agendas, minutes, and official correspondence; tracking and supporting multiple complex projects; and assisting with budgeting, procurement, and operational initiatives. The successful candidate will be highly proficient with office technology and information systems, including using and maintaining SharePoint sites and document libraries for content organization, version control, and information sharing. This role requires the ability to quickly learn new tools, troubleshoot issues, and identify practical solutions.

DISTINGUISHING CHARACTERISTICS

This is the advanced journey level class in the Administrative Assistant series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees perform the most difficult and responsible types of duties assigned to classes within this series including the provision of complex administrative support to a department director and/or governing boards.   Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from higher level management staff or department director.

Essential Functions:

1. Perform specialized technical administrative and office manager duties in support of an assigned department director and or governing board; research and respond to citizen and staff requests and provide detailed information within area of assignment.
2. Serve as record coordinator of the assigned department; maintain essential records and investigate and respond to public disclosure requests. Keep, maintain and file records and documents electronically or in paper format.
3. Collect, select, classify and compile data from multiple sources and perform basic analysis and data management; create graphs, tables and other illustrative materials; prepare and copy summary reports as required.  Maintain follow-up system on reports or other matters requiring action on a periodic basis. Enter data and run reports in a variety of City software tools and systems.
4. Support the development and tracking of the Department budget and workplan.
5. Compose, create and proofread a variety of correspondence, memos, meeting agendas and minutes, reports, budgets, proposals, flowcharts, tables, flyers, promotional materials Develop proper report and correspondence layout, arrangement, grammatical composition and ensure the inclusion of all pertinent information from sources; initiate routine correspondence, reports and records.
6. Schedule and arrange for meetings and appointments in coordination with the public and department representatives; prepare and distribute agenda information. Prepare and/or manage meeting minutes, notes or other documentation.
7.  Supporting the on-boarding, orientation and off-boarding of Department employees including providing training of standard Department practices. 
8. Provide mentorship, coordination and guidance of other administrative staff within the Department. Organize and develop administrative proce­dures, routines and record keeping systems.
9. Support, draft and update documentation for policies, procedures and workflows.
10. Interacts with the public, consultants and elected officials including Receive and direct visitors and telephone calls; provide program information, respond to inquiries and provide referrals to appropriate staff.  Oversee the general department email account and the citizen response process.
11. Coordinate department schedules; maintain and update department calendars; coordinate activities and details for department meetings, retreats, travel arrangements, training registration and attendance for conferences.
12. Represent the Department and/or serve as a liaison in support of a variety of Citywide functions or coordination with other Departments.
13. Create and support the routing and tracking of contracts, agreements and other projects or plans.
14. Create, maintain and update department pages on City website and department and project information on the internal City Sharepoint site.
15. Maintain inventory of office supplies; obtain estimates for ordering purposes; order supplies as needed. Monitor and track budgets for office supplies and small equipment. Process invoices for payment and reconcile department credit card. 
16. Place and track work orders and service requests in the maintenance management system.

Marginal Functions:

1. Serve as a City representative on various community and event committees. 
2.  Coordinate and arrange Department wide events such as retreats including location, arranging for food/catering, support materials, and overall planning.
3. Perform related duties and responsibilities as required.

Knowledge of:

• General municipal government policies, procedures, terminology and related regulations.
• Principles and practices of office management.
• Professional standards for business correspondence writing, grammar, spelling and punctuation.
•  Modern office procedures, methods and equipment including comput­ers.
• Applicable computer software applications such as Word, Excel, PowerPoint, Publisher, SharePoint and Cityworks.
• Process improvement methods and the ability to develop and document improvements Methods and techniques of customer service.
• Principles and practices of file maintenance, records retention and management 
•   Principles and procedures of financial record keeping and reporting.
• Methods and techniques of research.
• Basic mathematical principles.
• Basic procurement procedures
• Pertinent Federal, State and local codes, laws and regulations.

Ability to:

• Participate and work effectively in an organization committed to advancing principles and practices of equity and anti-racism.  
• Take initiative in performing work with limited direction, examining work processes and improving and documenting those processes.
• Respond to requests and inquiries from staff and the general public.
• Learn, interpret and apply department and organizational policies and procedures. Learn, interpret and apply pertinent federal, state and local laws, codes and regulations
• Summarize meeting discussions and transcribe meeting minutes
• Develop and utilize Sharepoint to organize information and make it accessible
• Develop and use Excel tools to track multiple plans and projects and complex technical spread sheets; pay attention to detail and accuracy.
• Independently make appropriate decisions regarding work methods and priorities.
• Establish and maintain various filing and record keeping systems.
• Provide training and orientation on applicable policies, procedures, and practices
•  Operate office equipment including computers and maintenance management system and supporting word processing and spreadsheet applications. 
•  Plan, organize and schedule work assignments to meet deadlines.  
•  Type and/or enter data at a speed necessary for successful job performance.
• Organize and document policies, procedures and best practices
• Research, gather and analyze data and information, and prepare reports.
• Maintain complex specialized records and prepare narrative and statistical reports.
• Work independently in the absence of supervision.
• Communicate clearly and concisely, both verbally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

The City's mission is to fulfill the community’s vision through highly valued public service. Our employees work relentlessly to achieve organizational goals while embracing the City’s values. City Mission, Values, and Goals.

Environmental Conditions:

Office environment; exposure to computer screens; extensive contact with the public.

Application Process: 

To demonstrate skills and interest, please complete the application and provide answers to the Supplemental Questions which will help us determine your qualifications for the job. (This application does NOT allow for attachments.)

• All candidates will be required to establish employment authorization and identity at the time of hire. The City is not able to sponsor work visas.
• Prior to the start of employment, this position requires: 
  • The successful completion of a skills assessment of the various Microsoft Office Suite programs that are required for this role.
  • A successful completion of reference checks, including at least one prior supervisor.

This position is eligible for remote work. The City’s remote work policy, Employees Working Remotely, requires staff in positions eligible for remote work to work onsite a minimum of four days per pay period (every two weeks), the schedule will be mutually agreed upon with the supervisor.  During the 6-month orientation period of employment it is expected that all work will be performed at the assigned City’s location. Full-time remote work is not an option. Once hired, employees must reside in the State of Washington.

• Review of applications: February 3
• Tentative Phone interviews (if needed): Week of February 9
• Skills Assessment: Week of February 16 
• Tentative Panel interviews:  Week of 23
• Tentative second in-person interview: Week of March 2
• Reference checks: Week of March 9
• Targeted start date: late March - first week of April
  

Applicants with disabilities who require assistance with the application or interview process will be accommodated to the extent reasonably possible. To request an accommodation, please call (206) 801-2243.