Administrative Specialist

Administrative Specialist

Under the direction of the City Clerk, the Administrative Specialist provides a wide range of administrative support and a variety of complex and highly responsible clerical activities and related tasks in support of the Municipal Services department operations, the City Clerk's administrative needs, and the City's daily activities.

Responsibilities include greeting visitors, answering telephones / emails and directing people accordingly; Support assigned business activities, projects and processes; Provides a high level of customer service to staff and internal / external customers; Oversee and issue special event and solicitor permits, as well as pet licenses; Assists in special projects; Coordinates scheduling of meetings and facilities and manages scheduling calendar; Composes routine written communication for internal and external audiences; Includes research and confidential administrative support to the City Clerk and other City department leadership, as needed; Assists in a variety of records management duties involving City files, documents and other materials. This position also handles external communications for the City, including writing and coordinating news items on the City's website, newsletters, and social media.

A high level of customer service, independent judgment, collaboration, and strong attention to detail is required to plan, prioritize, organize, and complete a diversified workload in a timely manner with minimal supervision. Responsibilities have a significant impact on the organization's operations, record-keeping, and customer satisfaction.

Hours are Monday - Friday, 9am - 5pm; This is a non-exempt, benefit eligible position. The City provides benefit eligible employees the following : medical, dental, vision, life insurance, long-term disability (LTD), employee assistance program (EAP), HRA / HSA / FSA, enrollment in Washington State's DRS PERS plan, 401(a) retirement plan, and an optional 457 deferred compensation plan (DCP). Remote work scheduling is not available for this position.

Essential Functions

Receptionist & Office Support :

• Greet visitors in person and on the phone and ensure they are assisted promptly, accurately, and professionally.
• Organize and maintain office operations, including ordering supplies, receiving, maintaining office supply inventory, and distributing incoming and outgoing mail.
• Assist as a backup to the Passport Office as needed. This includes tracking and maintaining passport revenues and maintaining the passport acceptance appointment system.
• Provide administrative and clerical support to the City Clerk or designee, including word processing, creating spreadsheets, scheduling appointments, and conference rooms.
• Accurately receipt daily incoming monies.
• Process, issue, and renew various permits and licenses. This includes special event and solicitor permits, pet licenses through Regional Animal Services of King County (RASKC), and supporting processing of entertainer licenses.
• Route incoming service requests to Public Works.
• Proactively manage and maintain the meeting room calendar on a regular basis to ensure accurate scheduling and prioritization. This includes troubleshooting conflicts, the ability to make independent judgments, and prioritization of the most sensitive matters with limited supervision.
• Research, compile, and summarize data for special projects and reports, prepare original correspondence and documentation for other staff members, compile information from department records as needed.
• Provide administrative support for special ad hoc projects. Assist other departments with clerical work or special projects as needed.
• Provide notary service.

Communications :

Records Management :

Education and Experience

Required :

Preferred :

For more information about the position, please view the job description.