Temporary Office Specialist Emergency Management

City of Kirkland WA
US - Washington - Kirkland
October 24, 2024

Salary

$61,787. 23 - $72,691. 22 Annually

Location

Kirkland, WA

Job Type

Full-Time

Job Number

202100519

Location

Fire - Emergency Management

Opening Date

10/15/2024

Closing Date

Continuous

FLSA

Non-Exempt

Bargaining Unit

AFSCME

Job Summary

The Office of Emergency Management in the Fire Department is searching for an Office Specialist! This is a limited-term position approved through December 2026.

The Office Specialist will assist with administrative, technology, and general program tasks in support of the Office of Emergency Management (OEM). For example, this position will maintain inventory of OEM supplies, facilitate operational readiness of the Emergency Operations Center, maintain OEM technology resources, implement disaster preparedness training, and provide general support to emergency management programs and exercises.

In addition to minimum qualifications listed below, experience working or volunteering in emergency management, human services, or public services is preferred.

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.

SUMMARY:
The role of the Office Specialist is to perform a broad range of skilled administrative tasks. Also provides administrative support, including assistance in maintaining official City records, and other tasks that support the effective office operations of the department with an emphasis on quality customer service. The OEM Office Specialist may perform some or all of the responsibilities below; the position's primary focus is supporting the City's emergency management programs and exercises.

Distinguishing Characteristics:
The work of the Office Specialist is unique in that it provides administrative support including office management, office operation, customer care, and quality administrative service to multiple departments ensuring the City and organization operate smoothly and efficiently. The Office Specialist performs a variety of standard/intermediate office support duties while the Administrative Assistant performs complex, specialized, technical, and non-standard office support.

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:
1. Administrative Responsibilities

Receives the public both through telephone and counter inquiries.
Sorts and distributes incoming and outgoing mail and coordinates deliveries.
Arranges and coordinates registration and payment for training, seminars, and conferences for staff; takes care of travel and/or accommodations that are needed.
Serves as back-up to Administrative Assistant or senior office staff in the scheduling and coordination in the use of City conference rooms, and other shared City resources.
Assists with training staff on various computer software systems.
Telephones members of various boards and commissions when needed to establish availability and provide reminders of meetings. Orders meals for meetings as needed.
Responsible for maintaining department supply cabinets and keep them stocked and organized.
Responsible for assuring that all forms, customer tip sheets and handouts are sufficiently stocked and available for customers.
Maintains department "will call" basket. Contacts customers for pickups and returns.
Prepares conference room for staff meetings. Includes setting up tables, chairs, meeting supplies and refreshments.
Assists with booking virtual appointments by generating lists of appointments, reminding staff, and ensuring that the public is set up with the appropriate staff for their inquiry.
May act as passport application acceptance agent, which includes reviewing and processing applications for compliance with U. S. State Department requirements, and providing extensive informational services related to all facets of passports.
Represents department on the City Main Street Committee which established and maintains continuity and support among the front counter staff represented by all City departments. Makes recommendations to management for safety features at front counter. Reports back to the department on any issues discussed.
Provides administrative support to staff in creating and updating webpages.
Provides backup to other department administrative staff as assigned.

Financial Responsibilities
- Tracks and reconciles registrations, payments, and transactions from a variety of internal and external sources.
- Performs research projects for senior staff members.
- Prepares and enters required purchase requisitions into the City accounting system. Verifies accurate billing amounts from vendors before entering into accounting system and follow-up with bills that are not correct. Ensures proper budgetary coding and approval codes to streamline payments and forwards to the Finance Department.
- Processes purchase orders by checking packing slips with purchase orders, matches invoices, ensures items are received and/or follows-up with deliveries. Receives items in the C.

Read the full job description and apply online on the recuiter's web-site

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