City of Federal Way Hiring for Administrative Assistant I Job at Federal Way, WA Full Time

EMPLOYMENT STATUS: Regular, Full-Time**
SALARY RANGE: $3,941 – $4,990/month
OPENS: March 9, 2022
CLOSES: March 23, 2022; 1st review Mar 16

BASIC FUNCTION:
Under the direction of an assigned supervisor, perform a variety of administrative, customer service, and general technical duties in support of the department and/or division to which assigned.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Essential and other important responsibilities and duties may include, but are not limited to, the following:
Perform a variety of administrative, customer service, and general technical duties related to the function to which assigned.
Answer telephone calls; schedule appointments and meetings via phone, online, or email; explain programs, policies, and procedures within the scope of authority; provide information of general or limited technical nature; take messages and refer callers to appropriate person or department as necessary.
Create and complete contracts and amendments with vendors; track agreements and contract expiration dates; communicate with the Law department for compliance.
May process passport applications in accordance with established guidelines.
Receive, receipt, and take in payments, may process invoices.
Determine and order office supplies and equipment according to established guidelines and may assist in the development and assembly of division or department budgets; may maintain budget and other financial records and files.
Maintain a variety of records and files according to established procedures; create and maintain project files; monitor project progress to assure required steps and documentation are completed; process a variety of forms and reports.
Perform a variety of research and assist supervisor with special projects as assigned; coordinate communications with other departments, agencies and cities as assigned.
Transcribe, type and distribute letters, contracts, reports and memoranda including materials of a confidential nature; compose letters requesting or providing information concerning routine matters independently or from oral written instructions; take notes quickly and accurately.
Prepare and distribute various committee and agenda packets, correspondence and related documents; attend meetings, take notes and prepare minutes.
Check reports, records, and other data for accuracy, completeness, and compliance with established standards; compile information and prepare routine reports.
Operate business and office machines such as personal computer, copier, scanner, printer, fax machine, calculator and transcription equipment.
May train others in proper use of software applications; answer related questions, as required.
Receive, sort, open and distribute mail.
Assist and back up other Administrative staff as needed.
Maintain regular, reliable, and punctual attendance.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:

• Office practices, procedures and equipment.
• Record-keeping techniques.
• Operation of a computer terminal.
• Oral and written communications skills.
• Telephone techniques and etiquette.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy.
• Applicable laws, codes, regulations, policies and procedures.
• Familiarity with GovQA, and Laserfiche.

ABILITY TO:

• Interpret, apply and explain City codes, regulations, policies and procedures.
• Communicate effectively both orally and in writing.
• Add, subtract, multiply and divide quickly and accurately.
• Understand and work within scope of authority.
• Establish and maintain cooperative and effective working relationships with others.
• Meet schedules and timelines.
• Type at 50 words net per minute from clear copy.
• May transcribe material from transcription machine tapes, online zoom recordings, and those on the Q drive after meeting, or notes.
• Train others as assigned.
• Operate word processing hardware and software used by the City.
• Operate business and office equipment.
• Maintain records, files and filing systems.
• Physically perform the essential functions of the job.
• Demonstrated ability to positively and effectively interact with diverse individuals to accomplish a common goal.

EDUCATION AND EXPERIENCE:
Any combination of education and experience equivalent to graduation from high school or equivalent and two (2) years of increasingly responsible administrative assistant or office clerical experience.
LICENSES AND OTHER REQUIREMENTS:

• Some positions within this classification may be required to obtain a valid Notary Public within six months of employment.
• Some positions within this classification may be required to obtain a Passport Acceptance Agent certification within six months of employment.

TO APPLY:
Please complete a required City of Federal Way application form and attach resume and cover letter. Applications are available at City Hall, 33325 8th Avenue South, Federal Way, WA 98003, on our website at www.cityoffederalway.com, or by calling 253-835-2531.

Location: 33325 8th Ave. South,Federal Way,WA 98003, Federal Way, WA 98003

Job Type: Full-time