Administrative Assistant

may apply:
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.

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.

Organize difficult, non-routine administrative and/or clerical work; may assign tasks to other clerical staff and supervise the completion of work.

Gather information for reports and transactions, consolidate and prepare data for review.

Using judgment and discretion based on departmental knowledge, make appointments and travel arrangements for managers, directors and/or officers and update calendar system as required.

May maintain departmental records and/or files, enter information into databases, complete timecards, compile payroll and other reports on department, division, and/or employee activities.

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.

QUALIFICATIONS :
The following knowledge, skills, and abilities are considered to be critical to successful performance in this position:

Knowledge of:
Business English, spelling, punctuation, arithmetic, and a broad vocabulary.

Modern office practices and procedures and machines.

Regulations, procedures, and services of the area of assignment.

Organization and functions of a municipal government.

State code and the ability to locate information contained in it. Skill Level:

Strong verbal and written communication skills.

Excellent transcription, proofreading and editing skills.

Excellent telephone and calendaring skills.

Proficient in MS Word, Excel and other MS Office applications.

Strong interpersonal skills required including a positive customer service orientation, with both internal and external contacts. Ability to:

Utilize multiple computer software programs, printers and other related office machines and equipment.

Maintain confidential information and records.

Supervise other clerical staff if necessary.

Establish and maintain cooperative and effective working relationships with co-workers, supervisors, other city staff, and the public.

Relate to others in a professional, courteous and respectful manner .

Maintain a work environment free of discrimination, harassment, and retaliation.

Support diversity and multi-cultural understanding in the workplace.

EDUCATION AND EXPERIENCE REQUIREMENTS

A combination of education and related experience may substitute for education requirements.

Associate’s Degree in Secretarial Science or 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 the area of assignment are preferred.

PHYSICAL DEMANDS/WORKING CONDITIONS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed primarily in an office environment under pressure and requires the ability to quickly adjust to changing priorities and demands.

While performing the duties of this job, the employee is frequently required to sit, use a keyboard and telephone.

Travel by various modes of private and commercial transportation within the region may be required.

PROCEDURES/DEADLINE

All applicants are required to complete and submit (1) the standard City of Everett Application Form, (2) a résumé (not to exceed two pages), and (3) a cover letter clearly detailing applicant’s relevant work experience and training. Application materials may be accessed via http://www.everettwa.gov/careers . Completed applications must be submitted through the City’s online application system by 5:00 p.m. on April 9, 2017 to be considered . LATE, INCOMPLETE, FAXED, OR EMAILED APPLICATIONS WILL NOT BE ACCEPTED.

Filing Opens: March 23, 2017

Filing Closes: April 9, 2017

Appointive

#D17010

Applicants claiming veterans’ preference points in accordance with RCW 41.04.010 as amended and meeting eligibility criteria must submit form DD214 on or before the date filing closes. Eligibility criteria posted on Human Resources bulletin board.