Administrative Assistant

Salary: $5,481.00 - $6,677.00 Monthly
Location : Tumwater, WA
Job Type: Full-time
Job Number: 2024-00011
Department: Transportation and Engineering
Opening Date: 03/25/2024
Closing Date: 4/8/2024 5:00 PM Pacific
General Statement of Duties/Supervision
Tumwater is a vibrant community, rich in history, community, and opportunity.
Nestled into the base of Puget Sound, Tumwater is the southern gateway to the Seattle/Tacoma metropolitan area. It's just a little over an hour from the Pacific Ocean beaches, the Olympic Peninsula, and Mount Rainier with beautiful landscapes of prairie, river, estuary, and lush green trees. With its central location, Tumwater is a picturesque Northwest community with convenient access to arts, cultural and outdoor recreation.
Our vision is to create a future that is highly livable with diverse and engaged residents, a strong economy, and a healthy natural environment. Safe neighborhoods, quality schools, and a sense of community pride make Tumwater a great place to live, work, and play.
Distinguishing characteristics:Administrative Assistants are distinguished from clerical and secretarial job classes by their direct and independent responsibility for technical paraprofessional tasks in addition to administrative tasks. Positions in this class are routinely assigned projects or recurring tasks such as compiling, editing and formatting citywide budget information, preparing reports, administering complex contracts for compliance and speaking for the department on a variety of matters. While performing the highest level secretarial duties, the Administrative Assistant also possesses the specialized knowledge and skills to perform duties that are otherwise assigned to professional and technical employees. The Administrative Assistant is expected to lead projects that effect the entire department. In assessing allocations to this job class, consideration is given to the nature of the work assigned, the role of the position within the department and the overall responsibility of the position in terms of accountability for results and the consequence of errors.
Essential Job Duties
The essential functions of this position include, but are not limited to:

1. Conducts research, analysis, survey, and prepares reports, contracts and/or city wide budget documents.
2. Prepares recommendations regarding proposals for programs, services, equipment, and grants; assists in the conduct of studies and resulting recommendations relating to organization, finance, staffing, and administrative practices and policies.
3. Coordinates group activities within the department such as department wide policy implementation and preparation of requested materials or reports on behalf of the department.
4. Directly or through subordinates, organizes and executes department administrative work procedures for timely completion of a variety of administrative and technical tasks and special projects; and establishes and implements related department policies and procedures.
5. Directly or through subordinates, arranges and coordinates meetings for department staff; prepares meeting agendas, and records actions taken and/or required by staff.
6. Directly or through subordinates, prepares correspondence forms, and reports from copy, rough draft, transcription machine or oral instruction; proofreads documents for typing and format errors; composes original documents for own signature or for approval and signature of others; establishes and implements related department policies and procedures.
7. Keeps department manager and department staff informed of significant and important matters requiring review or action; obtains information from staff members as directed, relays assignments, calls attention to deadlines and obtains progress reports. Contacts officials or customers to update work progress and arrange for schedule adjustments.
8. Processes permits for general public; collects fees where applicable and issues appropriate receipts; and establishes and implements related department policies and procedures.
9. Reads and distributes incoming mail, dispensing with items not requiring department manager or staff review.
10. Establishes, modifies and implements department filing and record keeping systems.
11. Maintains and organizes correspondence, project and special files, ensuring confidentiality where required.
12. Assembles and summarizes data for department manager, preparing various reports where required. May prepare reports of data for City budget processes or at the request of City officials.
13. Directly or through subordinates, maintains records of departmental and/or project expenditures; may code expenditures for supervisor's signature; may monitor and assume signature authority for assigned portions of department budget including but not limited to the authority to sign purchase orders for the department. Establishes and implements related department policies and procedures.
14. Supervises and trains other clerical employees to assure office work flow is maintained, and office goals are met.

Performs other essential and supplemental duties as required.
Selection Criteria
Qualifications:
To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirement listed below are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Knowledge, Skills, and Abilities:
To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirement listed below are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Extensive knowledge of modern office practices, procedures and equipment; business English and letter writing; filing systems; punctuation and spelling; and arithmetic calculations.
2. Thorough knowledge of departmental work practices and procedures.
3. Considerable knowledge in specialized subject areas relevant to the employing department such as compilation of the city budge, management of specialized contracts, bidding processes, purchasing or related complex administrative projects.
4. Ability to operate a personal computer rapidly and accurately
5. Ability to understand and reliably communicate information about department operations, schedules and plans; prepare and/or compose a variety of correspondence and reports;
6. Ability to effectively lead others in their work; enter text and data into computers with a high degree of speed and efficiency;
7. Ability to establish and maintain a variety of files;
8. Ability to read and compare words and figures accurately and efficiently
9. Ability to maintain effective, courteous and tactful public relations with the general public and fellow employees.

Minimum Qualifications:
Associates degree in a relevant field of study and three years of experience in a high level clerical or technical position or five years progressively responsible, relevant, administrative experience. Proficiency in Microsoft Office Software (Word, Excel, Access, etc.).
Preferred Qualifications: Supervisory experience is preferred.
Training/Licenses/Certifications: Must obtain the Washington States Driver's License or have appropriate accommodation.
Contacts: Contacts are citizens, Councilmembers, other City Staff, elected officials, and outside vendors.
Supervision: Supervision is provided by the department manager based upon periodic review of goals and objectives and upon completion of reports and projects. The position is expected to operate within general parameters and guidelines and without daily supervision or review of the work. Positions in the class typically serve as the supervisor of the clerical support staff within a department.
Accountability: The Administrative Assistant is accountable to accurate and timely completion of projects and tasks given by department manager.
Working Conditions: Positions in this class perform work predominately under normal office working conditions; considerable time working at a computer station is a regular part of the job. No heavy lifting without assistance is required. Reliable, punctual attendance is required.
Physical Requirements: Work is often performed in an office setting. Specific physical requirements and typical working conditions for this position are on file in the Administrative Services Department.
The City of Tumwater is an Equal Opportunity Employer (EOE) and does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.
The City of Tumwater is committed to wellness, safety, the environment and racial equity.
The following is an overview of the benefits available to the regular-status, non-represented employees of the City of Tumwater (benefits for part-time employees will be pro-rated):
Vacation: Regular full-time City employees earn 96 hours of paid annual leave during their first year of employment. This rate is increased to a maximum of 184 hours per year, depending upon length of service.
Sick Leave: Sick leave is accrued by regular full-time City employees at the rate of 8 hours per month. Sick leave may be used only to ensure an employee's health, and for absences caused by death or illness of a member of the employee's immediate family.
Holidays: Most City employees receive 12 paid holidays (at 8 hours each) annually, one of which is a floating holiday.
Retirement:Eligible City employees are mandatory members of the State of Washington Public Employees Retirement System (PERS\LEOFF). Both the City and the employee contribute to the system. The state retirement system provides retirement benefits and also benefits for people who are disabled. Employees leaving City service prior to retirement may withdraw their total contribution with interest.
Deferred Compensation and Roth IRA programs offered through Mission Square: Employees may directly reduce their taxable income and defer this taxation until retirement or withdrawal of funds by participating in a deferred compensation plan. Deferred compensation allows an employee to defer up to $22,500 of their gross annual salary (more if over age 50). The employee chooses how to invest their deferred salary.
Employees may put up to $6,500 in a Roth IRA (after-tax program).
The City also offers a 401(a) plan and will match employee contributions up to 5%.
Insurance Plans: Each full-time City employee will receive a contribution of $2,118.00 per month toward the purchase of medical, vision and dental insurance. (Amount is pro-rated for part-time employees.) This monthly amount pays approximately 85% of the costs of a family of four. Full family medical, dental and vision coverage requires an employee contribution toward the cost of premiums. Employee's whose insurance needs are less than the monthly $2,118.00 contribution can purchase get 60% of the left over contribution money as cash on their paycheck. Employees are required to have City medical insurance. The City also offers medical and dependent care flexible spending accounts, subject to eligibility requirements.
Health Reimbursement Arrangement (HRA): The City contributes a flat dollar amount per full-time employee to an HRA VEBA program for current and future health care out of pocket expenses. This monthly amount per full-time employee is $225.00.
Group Life Insurance: The City will purchase for each employee $50,000 worth of group term life insurance.*
Liberty Mutual Insurance: City employees are eligible for discounted auto and home insurance.
EMPLOYMENT
Hours of Work: The normal work week is forty (40) hours, Monday through Friday. Customized work schedules may be available at the discretion of the position supervisor. Some positions require weekend, evening, shift or holiday work or overtime.
Career Opportunities: The City encourages career development for its employees and frequently seeks to promote qualified employees from within the City service.
For further information about the position announced on this bulletin, please contact humanresources@ci.tumwater.wa.us.
The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained herein may be modified and/or revoked without notice.
The City of Tumwater is an Equal Opportunity Employer, committed to a diverse workforce. Women, minorities, and people with disabilities are encouraged to apply.
01
Why did you apply for the position and how does it fit into your career objectives? Why do you want to work in local government and specifically Tumwater?
02
Which best describes your experience taking initiative in recommending changes in work methods, policies or procedures to improve levels of service and operating efficiencies?

• No experience
• I have had education or training on this task, but have never performed these duties in a work environment.
• I have less than one year experience performing this task or performed this task under close supervision.
• I have performed this task as a regular part of a job for more than one year. I have performed this task independently and typically without review by a supervisor or senior employee.
• I have supervised performance of this task or am consulted by other workers to assist them in performing this task because of my expertise.

03
Do you have experience ...