Administrative Assistant

Salary :
$6,326. 94 - $7,442. 67 Monthly

Location :
Kirkland, WA

Job Type:
Full-Time

Job Number:
202100526

Location:
Public Works - Administration

Opening Date:
10/28/2024

Closing Date:
Continuous

FLSA:
Non-Exempt

Bargaining Unit:
AFSCME

Job SummaryThe City of Kirkland's Public Works Department is looking to hire an Administrative Assistant!Who We're Looking For (Summary)
Kirkland Public Works is seeking to fill the Administrative Assistant vacancy reporting to the Director and serving the Department's leadership and senior management team. This position serves a key role to the efficient and productive operations of the Department. The position works at Kirkland City Hall and may be considered for a limited hybrid work schedule after 6 months. A typical schedule is Monday - Friday business hours with a standing monthly evening meeting and occasional evening and weekend work as needed.
We are seeking a highly skilled, dynamic, proactive critical thinker to join our fast-paced team. This is an exciting opportunity for a detail-oriented, self-starter who thrives in a high-achieving environment. The ideal candidate will possess exceptional organizational skills, be tech-savvy, demonstrate unwavering attention to detail, and have the ability to manage multiple tasks efficiently while maintaining a high level of professionalism and discretion.

The right candidate will be a quick thinker, able to anticipate needs before they arise, and take initiative in finding solutions to challenges. We are looking for someone who is not just task-oriented but who also brings a sense of ownership to their role, ensuring that deadlines are met, and projects are completed with excellence. You will play a key role in supporting our team's goals and helping drive our success.

About Public Works
The Public Works Department ensures the City's infrastructure remains safe, functional, and sustainable. It oversees vital services including stormwater management, transportation, water and wastewater systems, maintenance of streets and grounds, and capital improvement projects.

As the City's largest department, we are committed to the City's vision and the Department's mission. We play a vital role in making Kirkland livable, sustainable, and connected. We are City employees who take pride in being trusted stewards of the public's resources, infrastructure, environment, and quality of life.
We have a One Team approach, strive for excellence and attract, value, and keep diverse, talented employees.

Why Kirkland?

Ranked as one of the most livable cities in America, Kirkland is an attractive and inviting place to live, work, and visit. We have big city vision while maintaining a small-town, community feel. If you are a candidate with the desire to join an organization looking to innovate into the future, the City of Kirkland is the place for you!

If you ask our employees why they love where they work, they will tell you about the great people, work environment, supportive leadership and City Council, and fearless innovation.

We also invest in you! Competitive Wages:
We strive to maintain competitive compensation packages and work to provide wages that meet the knowledge, skills, and abilities of our employees.

Awesome benefits:
The City offers benefits that are unmatched by most other employers. Please click on the benefits tab above to view more details.

Childcare Programs:
To help address the challenge of finding reliable childcare, the City of Kirkland has reserved spots for City employees at local and regional providers, available at a discount. New employees gain access to Kirkland's reserved spots as soon as they start employment. Learn more!

Training and Career Development:
The City of Kirkland believes in developing it's employees. You will have access to training opportunities designed for career development and advancement based on your position, skills, and interests. Job SummaryThe Administrative Assistant is responsible for performing a wide variety of complex, specialized, and detailed administrative support activities for the City and its multiple departments and divisions.

Distinguishing Characteristics:
The work of the Administrative Assistant is different from the Office Specialist due to its high level and technical expertise performed regularly for complex administrative tasks. The Administrative Assistant is required to possess full knowledge of complex procedures, regulatory guidelines, codes, ordinances, and other legal requirements. Assists in large-scale, high-level tasks and projects that may be sensitive in nature or specialized in nature.

Essential Functions:
Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Coordinates, facilitates, and prepares documents for meetings, conferences, special events, and projects; provides technical expertise for high level administrative efforts needed to complete specified tasks; demonstrates a comprehensive knowledge of office practices and procedures.
• Provides administrative support to Director, drafts correspondence, proofreads documents for grammar and form, creates spreadsheets for tracking information, copies materials, creates presentation materials, and completes other special projects as assigned. Coordinates routing and approval for agreements, grants, and other contracts originating within the department.
• Serves as department timekeeper; responsible for preparing accurate semi-monthly payroll; tracks and prepares Personnel Action Forms (PAF's) for terminations, step increases, vacation increases, etc.
• Oversees training programs for administrative personnel including class and student calendars, records of attendance, and ordering class material.
• Provides specialized information, identifies problems within a defined scope and has the authority to resolve discrepancies; initiates follow up and resolves problems of potential sensitive nature with high level skill and professionalism.
• Provides administrative support and coordination for various departmental budgetary tasks; distributes and coordinates annual budget materials and serves as liaison across multiple departments ensuring accurate submittal of all budget materials.
• Prepares, processes, and delegates purchase requisitions utilizing City's financial system; assures pro.