Administrative Assistant - City Clerk Division - City of Burien

Looking for an experienced and dynamic Administrative Assistant to join our City Clerk Division to provide technical and customer service assistance to the City Clerk Division, staff, and community members., and to provide support for various city programs

The position is open until filled however, the first review of applicants will be held Monday, October 21st. Interested applicants are encouraged to apply early.

General Position Summary

Performs intermediate level clerical work coordinating and ensuring the efficient professional provision of administrative support for a city division or function.

General Essential Functions

• Maintains a general knowledge of division operations, projects, policies, procedures, systems, and staff assignments.
• Responsible for providing and maintaining high-quality customer service at the City Hall front counter via phone or in person contact. Receives complaints and requests, provides general information, refers individuals to appropriate departmental staff or external agencies.
• Interacts with the general public, contractors, and other city/state agencies and ensures effective communication or transfer of information.
• External customer focused responsibilities includes payment processing of business licenses, pet licenses, city permit fees, city-approved payment plans, and others as necessary.
• Internal customer focused responsibilities includes office supply purchasing, background check processing, providing records management support, and coordinating vendor services.
• Maintains processing, filing, and quality control of citywide contracts.
• Tracks and reports itemized division expenditures and revenues. May assist with budget preparation and projecting.
• Assists with resolution of accounts payable or payment-related issues or questions; prepares and submits purchase orders and invoices for payment.
• Performs mailing activities, apply and record postage, and sort/organize mailings.
• Exercises initiative, independent judgement, and critical thinking in performing administrative duties to provide support, resolve problems, analyze data, make decisions, and track division issues.
• Utilizes city templates and maintains city branding, practices general knowledge of proper grammar for routine correspondence, reports, and operating procedures.
• Researches, collects, analyzes, compiles, proofreads and/or presents data and information on a variety of division areas to internal and external customers, including coordinating efforts with other city departments and government agencies.
• Performs administrative tasks related to contracts including drafting, routing, coordinating, tracking and supporting staff with advertising, bidding, contracting, and compliance.
• Compose and prepare reports, statistical data, correspondence, and other documents, including but not limited to minutes, agendas, and legal notices.
• Maintains tracking systems for matters requiring action on a periodic basis.
• Reviews specific programs, operations, issues or activities of the division and recommend and implement improvements to office coordination and systems.
• Creates, maintains and updates computer database files for a variety of division uses, inputs information and produces reports.
• Maintains up-to-date division information on the City's website.
• Manages special projects and assignments covering a wide variety of subjects requiring moderate knowledge of procedures and policies of the assigned division.
• Books and prepares rooms for meetings.
• Schedules appointments, conferences or class registrations, and arranges for division travel, lodging, and transportation as needed.
• Provides limited support for City Council Meetings; drafting of public notices, uploading adopted ordinances and approved advisory body minutes, and interpretation scheduling.
• Regular and predictable attendance to assure coverage for phones and walk in customers.

Education and/or Experience

Graduation from high school or equivalent and two years of progressively responsible administrative experience OR any combination of education and experience that would fulfill the requirements of the position. Preferrable experience includes: fluency in Spanish, front facing customer service administrative support, and working for a municipal organization.