Office Assistant Iii - Public Works, Real Property Services

Job Summary
In the Department of Public Works at Clark County, we look for people who can grow, think, lead and inspire. We seek leaders, achievers and doers who bring skill, passion and commitment to public service.
Real Property Services is an essential department within Public Works that obtains the right of way for capital road projects. The Office Assistant III primary functions are to support staff in the land acquisition process and will also provide office and administrative support to the Environmental Permitting section and the Surveyor's office. Responsibilities include performance of various accounting transactions, process billings according to federal land state law and local agency guidelines, and the ability to create monthly budgets verses actual spending reports out of various systems. Other responsibilities include preparing communications to stakeholders and partner agencies and assisting with permit applications. This position will also work on forecasting, special projects, preparing journal vouchers (journal entries) and fund transfer. They work directly with consultants and contractors, the public, staff within other departments of Public Works and employees in other County departments.
This position's duties include oversight of over 17 county consultant contracts with a budget of $2.2M through coordination, monitoring and budgetary management, coordinate contract works, and scheduling maintenance for county owned properties. Attention to detail is essential because of the department's work is subject to federal audits and internal review. This position performs filing and archiving of records and will need to process emails and phone calls in a timely manner.
Must be able to work independently with little supervision. Job requires good communication skills with a diverse clientele (external and internal clients). This job requires exceptional organizational skills, the ability to multitask and be strong in time management. This department handles sensitive information where discretion and confidentiality are paramount.
This department works as a team that is collaborative; we have cultivated a positive and supportive work environment. We have an expectation of high level of professionalism. It is essential to be able to adapt to shifting priorities and competing needs from other team members while meeting deadlines. This position reports directly to the Division Manager. Flexible work arrangements may be considered.
This position is represented by Local 307CO - Washington State Council of County and City Employees.
Applications will be accepted until an adequate number of applications are received. This posting may close at any time after 1/15/2024 with no additional notice.
Qualifications
Education and Experience:

• Three to five years of responsible and advanced administrative support experience including the full range of office and support functions; telephone and reception, word processing, spreadsheet and other personal computer applications, filing systems, mail, supplies, budgeting, accounting and others. In those positions requiring typing, the incumbents must, upon entry into the position, be able to type at a rate of no less than 55 words per minute.
• Other combinations of education or experience, which would demonstrate the ability to perform the work, will be considered.
• Specialized experience in the area of assignment is highly desirable. However, this expertise is not required at entry into the classification.
• In some positions, the incumbent may be required to posses or be able to obtain a valid motor vehicle operator's license.

Knowledge of: general office procedures and practices and of the specialized functions, policies, and procedures of the work unit; spelling, capitalization, punctuation and rules of grammar, and of the formats and clerical procedures used in performing the work; filing and record-keeping procedures; applicable laws, county codes, ordinances, and policies governing the work of the department and assignment; business English; PC computer applications such as word processing, spreadsheets and data bases; basic bookkeeping and/or cashiering methods and practices as required by the position.
Ability to: establish and maintain cooperative and effective working relationships; master the more complex department processes, services and functions; operate standard office equipment such as computer software applications, telephones, facsimile machines, copy machines; apply sound judgment in making decisions independently in accordance with established policies, procedures, and regulations; effectively maintain harmonious relationships with customers, including co-workers; diffuse difficult or highly charged situations; follow oral and written Clark County, Washington Job Code: 1048 Office Assistant III Page 4 instructions; effectively guide and assist other employees; evaluate and improve department service delivery through enhancement of procedures, systems, organizational approaches and record keeping; develop and demonstrate effective customer service techniques; communicate effectively both orally and in written form.
Selection Process:
Resume and other documents must be attached together in the 'Resume Upload' section of the application. Multiple files are allowed, but all applicant attachments must be uploaded simultaneously, as there is no way to edit or append uploaded materials after submitting the application.
Application Review (Pass/ Fail) - An online application is required. Attaching a resume does not substitute for a completed application; incomplete applications will not pass the application review. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.
Assessment Testing (Pass/Fail) - This recruitment may require an assessment test which will be job related and may include, but not limited to, the qualifications outlined in the job announcement. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.
Oral Interview - The interview will be job related and may include, not limited to, the qualifications outlined in the job announcement. Top candidate(s) will continue in the process.
Employment references will be conducted for the final candidates and may include verification of education.
It is general policy of the County that new employees should be hired at the lower steps of the applicable range and advance through the range at the normal progression.
Examples of Duties
Duties may include but are not limited to the following:

• Provides customer service to internal and external customers
• Provides direct customer service in the more complex service areas; assists lower level Office Assistants in researching and responding to difficult and detailed requests and situations from internal and external customers.
• Coordinates and completes a set of complex processes to support the work of internal customers; develops or recommends new processes, systems and work procedures.
• Coordinates the office operations of a function or service within the department of assignment.
• Researches, recommends and implements technical and/or administrative revisions to office systems, procedures and policies; interprets laws, regulations, policies and department procedures to the public and other staff.
• Assists with administrative tasks related to personnel, budgeting and facilities.
• Trains staff in the use of computer macros, templates, software, and data entry procedures, hardware and well as County department/division rules and regulations.
• Acts as project coordinator on major administrative projects.
• Implements new procedures and systems and trains staff
• May provide lead direction to other administrative support staff; trains, assigns and assesses the work of assigned employees.
• May assume charge of support functions and staff in the absence of a leadworker or manager Provides advanced administrative support
• Develops and maintains databases for tracking departmental/program information; creates and produces complex reports from databases as required and necessary.
• Researches, interprets, prepares and maintains a variety of information and documents requiring knowledge of specific program requirements and terminology; creates written correspondence to customers regarding findings.
• Works with other departments, agencies or external contacts to research or coordinate work assignments.
• Compiles data, prepares documents and monitors expenditures to assist in the budget process. Researches and tracks information throughout the year.
• Composes and types complex detailed documents including letters, memos, minutes and other material from draft, dictation or general instructions.
• Proofreads and edits documents, presentation materials, brochures and other materials for grammar, clarity, punctuation and spelling; examines documents for completeness and accuracy.
• Gathers and compiles information and prepares reports and analyses in response to problems or as assigned.
• Uses spreadsheets to track, analyze and report quantitative information.
• Processes forms, applications, service requests and payments.
• Coordinates and organizes meetings, activities and functions; schedules rooms, assures notification of participants, arranges for necessary equipment and supplies.
• Performs related duties as required.

Salary Grade
Local 307.6
Salary Range
$23.20 - $30.16- per hour
Close Date
Open Until FilledRecruiter
Rori Jones
Email:
Rori.Jones@clark.wa.gov
Equal Opportunity Employer
Clark County is an equal opportunity employer committed to providing equal opportunity in employment, access, and delivery of all county services. Clark County's Equal Employment Opportunity Plan is available at http://www.clark.wa.gov/human-resources/documents.
Employee Benefits and additional compensation
Clark County provides regular full-time and part-time employees with a comprehensive benefits package which includes medical, vision and dental insurance, paid leave, flexible spending accounts, life insurance and long-term disability, retirement, and deferred compensation. Some types of employees in some positions and bargaining units might have different benefits and additional compensation. More specific benefit information for the different bargaining units can be found at https://clark.wa.gov/human-resources/employee-benefits. Also please refer to the specific bargaining unit contract for additional compensation at https://clark.wa.gov/human-resources/documents.
Retirement Information
All Clark County employees must participate in a WASHINGTON STATE RETIREMENT SYSTEM PLAN (PERS, PSERS or LEOFF).Employee contributions begin the first day of work. Current contribution rates vary by plan but could range from 5% to 15% of gross pay, depending on the plan choice.
For additional information, check out the Department of Retirement Systems' web site here: http://www.drs.wa.gov/
If you are in need of ADA/Section 504 assistance for accommodations, please contact Human Resources at (564) 397-2456; Relay (800) 833-6388.