Nature of Work
The City of Everett is accepting applications for the position of Administrative Assistant in the Public Works Department.
This job class is responsible for administrative work, often of a confidential nature, for division administrative officers, and/or department staff. Emphasis is placed on relieving an appointed official, department director or department staff of administrative duties, including the preparation of reports and correspondence and the gathering of background information and other data for review. Additionally, the employee will occasionally act as an intermediary, relaying messages and scheduling and coordinating stakeholder meetings. Successful performance of the work requires incumbents of this class to exercise individual initiative and apply considerable independent judgment gained through experience in the performance of highly responsible administrative duties. Work activities involving major departures from standard policies are reviewed by the incumbent’s supervisor, but ordinarily the employee will develop procedures and carry work through to completion. Work in this class may involve the indirect supervision of other clerical staff. This class is distinguished from the Administrative Secretary job class by the varied nature and complexity of assignments and the independent judgement that is required.
Organize difficult, non-routine administrative and/or clerical work; may assign tasks to other clerical staff and supervise the completion of work.
Write technical documentation, guides and workflow processes; edit their own and other’s content
Design, create and administer SharePoint sites and pages
Gather information for reports and transactions, consolidate and prepare data for review.
Compile, proof-read, and format technical documents and reports.
Utilize word processing and spreadsheet functions to tabulate and sort data, generate reports, newsletters, worksheets, schedules, letters, memos, requisitions and other items of similar complexity.
May maintain departmental records and/or files, enter information into databases, and other reports on department, division, and/or employee activities.
Perform confidential secretarial and administrative work of a varied nature including receive and screen telephone calls; establish and maintain files, records, and other information sources needed to facilitate, support and document office or department activities.
Provide information regarding departmental administrative policies and procedures. Maintain records to comply with applicable city, state and federal requirements.
Compose and type general correspondence, which requires knowledge of departmental and/or administrative operations, policies and procedures to prepare.
Take, transcribe, check, and proofread complex oral and machine dictation to produce meeting minutes, contracts, ordinances, correspondence, memos, reports and other documents.
Using judgement and discretion based on departmental knowledge, make appointments and travel arrangements for managers, directors and/or officers and update calendar system as required.
May provide general budget work for departments and/or divisions including monitor budget expenditures, invoice entry, pay invoices, oversee petty cash account, and initiate and follow up on purchase requisitions.
Perform related work and special projects as assigned.
For a full description of this position, please see the class specification on the City’s website.
MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS
A combination of education and related experience may substitute for education requirements.
Associate’s Degree in a related field and
3 years of experience performing varied office support work of a progressively responsible or confidential nature, including word processing, spreadsheets and databases.
Candidates with work experience in a governmental setting are preferred.
RECRUITMENT PROCESS:All interested applicants are required to submit:
City of Everett online employment application
Resume (not to exceed two pages)
Candidates will be contacted throughout this process via email and should periodically check their spam folders for messages filtered by their email providers.
Application materials may be accessed via http://www.everettwa.gov/careers. Completed applications must be submitted through the City’s online application system. INCOMPLETE, FAXED, OR EMAILED APPLICATIONS WILL NOT BE ACCEPTED.
Filing Opens: 11/29/2021
Filing Closes: 12/13/2021