Shoreline is an inclusive City that endeavors to build a work culture which embraces diversity, encourages participation, and promotes equity.
Public Works is an exciting environment committed to serving the Shoreline community through a variety of projects and programs. The Department is accredited by the American Public Works Association (APWA) demonstrating use of best practices for the industry and a dedication to continually improving/enhancing operations and project delivery. The Engineering Division within the Department is looking for a positive, resourceful, and supportive individual to be part of a dynamic team of project managers, engineers, and other professionals charged with development review, delivery of capital projects, addressing real-time traffic and transportation needs, and responding to queries from community members. The successful candidate will primarily support the City Engineer in coordinating activities and processes of the Engineering Division at Public Works, and will also typically support other managers, staff, and projects. The successful candidate will be adaptive, be adept at identifying and solving problems, and be committed to customer service and the community.
This position will perform a wide variety of responsible and complex administrative, and clerical duties in support of the department; will perform as part of a team focused on delivery of capital projects, plan review, traffic services, and other related activities; and will perform a variety of tasks including support of public outreach, contract administration, group management, and analysis of information and documentation.
DEFINITION
This classification performs a wide variety of responsible and complex administrative and clerical duties in support of an assigned department; provides information and assistance to the public regarding departmental policies and procedures; and performs a variety of tasks relative to the assigned area of responsibility.
DISTINGUISHING CHARACTERISTICS
This is the full journey level class within the Administrative Assistant series. Employees within this class are distinguished from the Administrative Assistant I by the performance of the full range of duties as assigned. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Administrative Assistant III in that the latter provides complex administrative support to a department director.
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS Essential and other important responsibilities and duties may include, but are not limited to, the following:
Essential Functions:
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Provide responsible and complex administrative and clerical duties in support of the Engineering Division in the Public Works Department.
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Support development and implementation of new document management system as well as enhancement and management of the Division’s Sharepoint. Create and post content for the department's website and intranet; manage social media accounts.
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Compose, edit, and proofread a wide variety of documents, ranging from letters and memos to reports, contracts, public notifications, as directed; may independently compose correspondence and documents related to assigned responsibilities.
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Create and route contract documents; maintain follow-up system to track documents and expedite as necessary; examine contracts created by others to ensure accuracy and adherence to applicable guidelines and policies; research and resolve issues including communication with contractors.
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Research and respond to citizen and staff requests for public records and information, including public disclosure requests; provide detailed information within area of assignment.
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Create, edit and distribute flyers and other informational materials to support public outreach; post events on online calendar.
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Coordinate department and external partner schedules; schedule, attend and coordinate a variety of meetings; conduct research and prepare documentation; prepare and compile meeting packets and agendas; take and prepare minutes; disseminate information, as appropriate.
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Process and route mail, invoices, contracts and other documents as assigned.
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Support project managers during project audits with outside agencies; prepare and assist with project closeout tasks.
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Archive records and documents according to City, State and Federal regulations.
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Develop and/or support development of procedures, routines and record keeping systems.
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Maintain follow-up system on reports or other matters requiring action on a periodic basis.
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Gather, select, classify and compile data from various sources and prepare summary reports as required.
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Receive and direct visitors and telephone calls; provide information and front counter assistance; redirect calls and visitors as appropriate.
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Prepare, process and submit invoices and grant reimbursements.
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Support onboarding of new staff and train new staff on daily procedures.
Marginal Functions:
1. Serve on various committees; plan and participate in special events as required.
2. Perform related duties and responsibilities as required.
Knowledge of:
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Office procedures, methods and equipment.
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Department operations, programs, functions and terminology. Applicable computer software applications.
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Methods and techniques of customer service.
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Principles of business letter writing and report preparation. Principles and procedures of record keeping.
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Methods and techniques of research.
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English usage, spelling, grammar and punctuation. Basic mathematical principles.
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Principles of preparing information to be posted on the web or other social media platforms.
Ability to:-
Participate and work effectively in an organization committed to advancing principles and practices of equity and anti-racism
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Respond to requests and inquiries from the general public.
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Provide customer service to the public.
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Learn new tasks such as construction administration and project coordination procedures and tasks, activities and processes of project management, activities and processes of asset management, and federal requirements for grant funding,
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Operate office equipment including computers and supporting a variety of MS Office applications including Word, Excel, PowerPoint, OneNote and SharePoint.
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Work with a variety of people with varying styles and backgrounds.
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Plan, organize and schedule work assignments to meet deadlines.
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Work with continual interruptions.
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Multitask and prioritize tasks.
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Research and gather information.
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Interpret and explain department policies and procedures.
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Resolve routine and non-routine issues and questions.
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Create material for public outreach and educational purposes.
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Work independently in the absence of supervision.
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Work well as a contributing member of a team.
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Be detail oriented and ensure data accuracy.
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Understand and follow oral and written instructions.
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Communicate clearly and concisely.
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Establish and maintain effective working relationships with those contacted in the course of work.
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Attend occasional evening meetings.
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Take on new duties as assigned.
Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Three years of responsible administrative support experience. Experience using MS Office applications such as Word, Excel, Power Point and Outlook. Preferred experience with SharePoint and applications tracking project management, asset management, and financial and permitting systems.
Training:
Equivalent to the completion of the twelfth grade supplemented by college level course work in public administration, communications or a related field.
Conditions Of Employment:
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.
All positions require the completion of references checks, including at least one prior supervisor.
This position requires the successful completion of a skills assessment of the various Microsoft Office Suite programs that are required for this role.
WORKING CONDITIONS:
Environmental Conditions:
Office environment; exposure to computer screens; extensive contact with the public.
Employees Working Remotely:
The City has implemented a remote work policy that allows staff to work up to three remote days a week, however during the 6-month probationary period it is expected that all work will be performed at City Hall. The schedule for this part time position will be mutually agreed upon but will have some mandatory days each month. Full-time remote work is not an option. Once hired, employees must reside in the State of Washington.