Administrative Assistant 2- Economic Development
Federal Way, WA Federal Way, WA Full-time Full-time $59,664 - $75,564 a year $59,664 - $75,564 a year 6 days ago 6 days ago 6 days ago Basic Function First review of applications will be on August 23rd Under the direction of the Economic Development Director, plan and perform complex administrative department coordination to assure smooth, timely and efficient department operations for the department; relieve the supervisor of technical clerical and administrative duties having department-wide impact; research, collect, analyze and compile data and information for inclusion in reports; maintain financial records, files and budgets related to departmental operations, programs and expenditures.
May require regular attendance at evening meetings (approximately 2-4 month).
Experience working with businesses in the private sector.
Distinguishing Characteristics:
Administrative Assistant 2 incumbents provide administrative department support to a Director-level supervisor.
Incumbents perform a broad range of complex duties in support of smooth, efficient and timely department operations, Essential Duties and Responsibilities Plan and perform complex administrative department coordination; relieve the supervisor of technical clerical and administrative duties having department-wide impact; assist other professional staff in the department as assigned; compose, prepare and type a variety of correspondence, memos, reports and other materials using word processing hardware and software and advanced Excel Organize and coordinate department functions, activities and communications with departmental and City staff as well as citizens and community businesses and organizations; assure efficient workflow and department operations.
Critical thinking and analytical skills to effectively problem solve and the prioritizations of those tasks Maintain complex and comprehensive financial records and files pertaining to departmental expenditures, budget balances, investments, payroll and operations; prepare status reports, charts and graphs as requested; assure the proper review, routing and completion of permits and plans for approval.
Develop new and improved programs, systems, procedures, and projects for businesses as a result of new policies or directives or routine research and analysis; implement and assist with implementation after securing approval.
Research, analyze and prepare information on a variety of topics for dissemination to the public through the media, conference presentations, community meetings and City literature; coordinate efforts with City departments, government agencies and vendors.
Participate on a variety of City committees, study groups and task forces; attend a variety of meetings including staff meetings as assigned; prepare, type and distribute commission, committee and other meeting minutes.
Representative Duties:
Develop and prepare specifications for departmental projects, contracts, purchases and equipment; place advertisements and public notices Conduct a variety of studies involving programs, systems, operations, special needs, issues or activities of an assigned department; research, analyze and prepare recommendations or conclusions on assigned projects all related to business, economic development, and workforce Work with vendors and manage projects Manage email inbox of Economic Development Director, including follow up, schedule, and replies Manage projects and effectively prioritize and reorganize tasks and track the progress of the project.
Trouble-shoot as needed Perform a variety of heavy public interaction with businesses and on the phone; provide information, receive and process requests and complaints and route to proper department or individuals as appropriate; provide procedural and City code information to various businesses.
Prepare a variety of statistical, financial and narrative reports and records as necessary; assist in assembling budget documents and budget preparation; monitor and control assigned budget accounts; research and obtain price quotes from vendors; prepare and coordinate purchase of department supplies, equipment and other expenditures.
Provide staff support and administrative assistance to boards and committees; prepare reports, agendas, correspondence and other materials as appropriate and according to decisions and approved actions.
Operate business and office machines Perform related duties as assigned.
Education and Experience Any combination equivalent to:
graduation from high school including or supplemented by course work in business administration, office management, secretarial training or related field and four years of increasingly responsible secretarial or administrative office support experience, including at least one year in a municipal government environment.
Licenses and Other Requirements:
Some positions within this classification may require a valid Washington driver's license.
Some positions may be required to obtain a valid Notary Public certification within the first year in this classification.
Knowledge and Abilities Knowledge of:
Advanced Excel, PowerPoint, and Adobe Acrobat Organization, functions and activities of the assigned department.
Financial and statistical record-keeping techniques.
Processing requirements and procedures for public documents.
Basic budget preparation and control techniques.
Modern office practices, procedures and equipment including a personal computer.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Interpersonal skills using tact, patience and courtesy.
Applicable laws, codes, regulations, policies and procedures.
City and department organization, operations, policies and objectives.
Preparation and presentation of financial, statistical and narrative reports.
Office management techniques.
Ability to:
Manage projects, troubleshoot related issues, and track processes and schedules Work in a fast-paced environment with evolving and changing priorities and tasks Plan and perform complex administrative office coordination duties.
Relieve the supervisor of clerical and administrative duties having department-wide impact.
Perform secretarial and administrative assistance duties in support of the Director.
Plan and organize work.
Operate a computer terminal to enter data, maintain records and generate reports.
Evaluate and recommend improvements in operations, systems, procedures, policies and methods.
Research and analyze data and information and develop, evaluate and present alternative recommendations.
Present ideas and concepts clearly and concisely.
Communicate effectively both orally and in writing.
Read, interpret, apply and explain City codes, rules, regulations, policies and procedures.
Work confidentially with discretion.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and time lines.
Work independently with little direction.
Maintain financial accounting records.
Prepare, monitor and control assigned budgets.
Type, transcribe materials and operate office equipment.
Type at 60 words net per minute from clear copy.
Observe legal and defensive driving practices.
Demonstrated ability to positively and effectively interact with diverse individuals to accomplish a common goal.
Physical ability to perform the essential job functions.
Environmental Conditions/Physical Effort:
Work is performed primarily in an office environment, with intermittent walking, standing, and sitting.
Employee may be exposed to noise from basic office equipment operation, and may be required to travel to a variety of locations to perform work.
May require some lifting of up to 50 lbs.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
May require regular attendance at evening meetings (approximately 2-4 month).
Experience working with businesses in the private sector.
Distinguishing Characteristics:
Administrative Assistant 2 incumbents provide administrative department support to a Director-level supervisor.
Incumbents perform a broad range of complex duties in support of smooth, efficient and timely department operations, Essential Duties and Responsibilities Plan and perform complex administrative department coordination; relieve the supervisor of technical clerical and administrative duties having department-wide impact; assist other professional staff in the department as assigned; compose, prepare and type a variety of correspondence, memos, reports and other materials using word processing hardware and software and advanced Excel Organize and coordinate department functions, activities and communications with departmental and City staff as well as citizens and community businesses and organizations; assure efficient workflow and department operations.
Critical thinking and analytical skills to effectively problem solve and the prioritizations of those tasks Maintain complex and comprehensive financial records and files pertaining to departmental expenditures, budget balances, investments, payroll and operations; prepare status reports, charts and graphs as requested; assure the proper review, routing and completion of permits and plans for approval.
Develop new and improved programs, systems, procedures, and projects for businesses as a result of new policies or directives or routine research and analysis; implement and assist with implementation after securing approval.
Research, analyze and prepare information on a variety of topics for dissemination to the public through the media, conference presentations, community meetings and City literature; coordinate efforts with City departments, government agencies and vendors.
Participate on a variety of City committees, study groups and task forces; attend a variety of meetings including staff meetings as assigned; prepare, type and distribute commission, committee and other meeting minutes.
Representative Duties:
Develop and prepare specifications for departmental projects, contracts, purchases and equipment; place advertisements and public notices Conduct a variety of studies involving programs, systems, operations, special needs, issues or activities of an assigned department; research, analyze and prepare recommendations or conclusions on assigned projects all related to business, economic development, and workforce Work with vendors and manage projects Manage email inbox of Economic Development Director, including follow up, schedule, and replies Manage projects and effectively prioritize and reorganize tasks and track the progress of the project.
Trouble-shoot as needed Perform a variety of heavy public interaction with businesses and on the phone; provide information, receive and process requests and complaints and route to proper department or individuals as appropriate; provide procedural and City code information to various businesses.
Prepare a variety of statistical, financial and narrative reports and records as necessary; assist in assembling budget documents and budget preparation; monitor and control assigned budget accounts; research and obtain price quotes from vendors; prepare and coordinate purchase of department supplies, equipment and other expenditures.
Provide staff support and administrative assistance to boards and committees; prepare reports, agendas, correspondence and other materials as appropriate and according to decisions and approved actions.
Operate business and office machines Perform related duties as assigned.
Education and Experience Any combination equivalent to:
graduation from high school including or supplemented by course work in business administration, office management, secretarial training or related field and four years of increasingly responsible secretarial or administrative office support experience, including at least one year in a municipal government environment.
Licenses and Other Requirements:
Some positions within this classification may require a valid Washington driver's license.
Some positions may be required to obtain a valid Notary Public certification within the first year in this classification.
Knowledge and Abilities Knowledge of:
Advanced Excel, PowerPoint, and Adobe Acrobat Organization, functions and activities of the assigned department.
Financial and statistical record-keeping techniques.
Processing requirements and procedures for public documents.
Basic budget preparation and control techniques.
Modern office practices, procedures and equipment including a personal computer.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Interpersonal skills using tact, patience and courtesy.
Applicable laws, codes, regulations, policies and procedures.
City and department organization, operations, policies and objectives.
Preparation and presentation of financial, statistical and narrative reports.
Office management techniques.
Ability to:
Manage projects, troubleshoot related issues, and track processes and schedules Work in a fast-paced environment with evolving and changing priorities and tasks Plan and perform complex administrative office coordination duties.
Relieve the supervisor of clerical and administrative duties having department-wide impact.
Perform secretarial and administrative assistance duties in support of the Director.
Plan and organize work.
Operate a computer terminal to enter data, maintain records and generate reports.
Evaluate and recommend improvements in operations, systems, procedures, policies and methods.
Research and analyze data and information and develop, evaluate and present alternative recommendations.
Present ideas and concepts clearly and concisely.
Communicate effectively both orally and in writing.
Read, interpret, apply and explain City codes, rules, regulations, policies and procedures.
Work confidentially with discretion.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and time lines.
Work independently with little direction.
Maintain financial accounting records.
Prepare, monitor and control assigned budgets.
Type, transcribe materials and operate office equipment.
Type at 60 words net per minute from clear copy.
Observe legal and defensive driving practices.
Demonstrated ability to positively and effectively interact with diverse individuals to accomplish a common goal.
Physical ability to perform the essential job functions.
Environmental Conditions/Physical Effort:
Work is performed primarily in an office environment, with intermittent walking, standing, and sitting.
Employee may be exposed to noise from basic office equipment operation, and may be required to travel to a variety of locations to perform work.
May require some lifting of up to 50 lbs.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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