Administrative Specialist II - Record Specialist

Salary: $29.74 - $39.00 Hourly

Location : Friday Harbor

Job Type: Full-Time

Job Number: 202400039

Department: Community Development

Opening Date: 10/23/2024

Closing Date: 12/1/2024 11:59 PM Pacific

San Juan County provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Description

Maintains large volumes of files and archives including computer databases. Meets and greets public in person and over the phone. Provides clerical and administrative support to Community Development department staff, and committees including the Planning Commission and Hearing Examiner. Work is generally accomplished under the general supervision of a division manager or department head in accordance with recognized procedure.
Examples of Essential Duties

Establish and maintain administrative records, including permit applications. Organize, index and scan archival project records. Box, store and retrieve records. Update computer archive records. Maintain archival binder. Respond to public record requests.
Meet and greet public in person and on the phone, through email and take messages from answering machines when necessary. Ascertain customer need and assist, or direct to proper staff. Collect monies for applications and permits issued and products sold, make change and write receipts. Receipt and maintain logs for applications that are submitted.
Provide support to various citizen advisory committees, including Planning Commission and Hearing Examiner proceedings, by formatting, copying and distributing agendas and staff reports, recording and taking minutes of meetings, keeping written and digital records of actions, organizing and maintaining meeting and hearing records, and distributing and findings and decisions pertinent to those meetings. Makes travel and meeting room arrangements.
Using various computer software programs, prepare forms such as permits, and labels. Maintain lists, tables and databases, including committee member lists, and mailing lists. Maintain a supply of copies of handouts and maps for the public and a "masters book" of the forms and other documents available.
Pick up, open and distribute mail. Prepare and log outgoing correspondence as directed.
Prepare building and shoreline permits and distribute to applicants and State agencies for their review, enter status information into database, and update database for recording of all permits. Access GIS database to look up addresses and coordinate with other departments for the assignment of addresses, including sending information to the public.
Pay bills or code bills for payment and submit to the Auditor's office. Process refunds for application and permit fees when necessary and prepare transmittals to Treasurer's office for revenues collected. Order department supplies and equipment.
Act as a notary public when necessary.
Conduct accounting for state and federal grants as necessary.
Acting within the scope of their responsibilities, work as a public employee and municipal officer with courtesy and professionalism, adhering to the highest standard of ethics in accordance with RCW 42.52.
Perform other related duties as assigned.

Minimum Qualifications

High School degree or equivalent AND a minimum of six months of office work, which includes computer/data processing experience; OR any equivalent combination that provides the required knowledge, skills, and abilities. Certified notary public or ability to obtain within six-months.

PREFERRED QUALIFICATIONS:
Two (2) years of direct work-related experience in public records, records management, or legal discovery. Certified Public Records Officer or ability to obtain certification within three-years. Experience with SmartGov or other permitting software
Supplemental Information

KNOWLEDGE, SKILLS, AND ABILITIES :
Knowledge of:
Microsoft Word and Excel
Browser-based (web) applications
Scanning and emailing documents
General knowledge of basic computer file functions - copying, moving, compressing files and creating and organizing electronic document folders.
Skills
Organizing documents
Interpret legal guidelines concerning the release of public documents.
Ability to:
Communicate effectively, both orally and in writing; in clear, concise language appropriate for the purpose and parties addressed.
Provide a high level of customer service.
Use tact, discretion and courtesy to gain the cooperation of and establish and maintain effective working relationships with public officials, co-workers, other departments, and diverse members of the public.
Be responsible for the quality, efficiency and effectiveness of work performed.
Meet schedules, project timelines, working both independently and/or cooperatively as a member of administrative team.
Maintain the upmost confidentiality, as position has requirement to periodically access sensitive and confidential information in the performance of job tasks
PHYSICAL AND MENTAL REQUIREMENTS:
Work requires continuous sitting and operation of a computer including keyboard and mouse operations
Frequent standing and walking
Involves talking and hearing in person and on the phone
Vision abilities required by this job include close vision and the ability to differentiate colors and read computer monitor.
Deals with customer stress and deadlines, which may require overtime, flexibility of time
This position requires attention to detail and communication skills
WORKING CONDITIONS: Works primarily in an office environment although some travel to other locations may be required by boat or by air, including for field operations, which may involve inclement weather conditions.

Medical, dental, vision, life, LTD, state retirement, paid holidays, paid leave accrual, air ambulance. Please visit for additional details about these and other benefits.