Office Specialist

The City of Everett is accepting applications on an open/competitive basis for the Civil Service examination process for OFFICE SPECIALIST. There is currently one vacant position based at the Public Works Service Center in Everett.

Why Everett?

Working for City government is personally rewarding for those looking to make an impact at the community level. As an employer, we advocate for employee professional growth and value work-life balance.

The City of Everett is proud to be an Equal Opportunity Employer, and our goal is to recruit and hire capable and engaged job candidates from a diverse range of backgrounds. We are committed to creating and supporting an inclusive and welcoming environment for all employees.

The City provides excellent benefits, including medical, dental, vision, a retirement pension through Washington State Department of Retirement Systems, and basic life insurance plans. Employees will also accrue vacation, sick, and holidays throughout the calendar year. For more information on benefits for this position, click here: AFSCME Benefit Guide

About the City

Located 25 miles north of Seattle and nestled between Port Gardner Bay and the Snohomish River, Everett is the largest city in Snohomish County. At a population of more than 112,000, Everett is a small, big city in the heart of the Pacific Northwest. Our community is experienced extensive development on our waterfront and historic downtown with a vibrant arts culture, music scene, innovated dining, breweries, and much more. Pick your choice of recreation activity in the mountains or water and we have it. We are home to Everett Silvertips Hockey Club and the AquaSox minor-league baseball team. This is an exciting chapter in Everett's story, and you can be a part of it! Learn more about Everett's exciting future!

About the Department

The Public Works team is engaging, dynamic and committed to a supportive environment where strategic thinking and process improvement are encouraged. We would love to have you join our team!

About the Job

Employees in this classification perform specialized and varied office support work of considerable difficulty, which requires an extensive knowledge of a particular work unit, division or department. Employees typically will perform a wide range of unrelated duties in a division or may perform all of the clerical support activities depending on the area of assignment.

The work in this classification is characterized by the greater degree of independent judgment and action that is required without the benefit of direct guidance and/or limited supervisory review. Duties may include subprofessional accounting as well as advanced technical clerical support of a specialized nature. Employees in this classification may be required to assist with the development of policies and procedures for office support operations. Incumbents are responsible for the technical aspects of specialized subject matter and the results of work performed have a greater impact on the accomplishment of department or division goals. Employees must use considerable initiative and a greater degree of independent judgment in interpreting or adapting guidelines. Employees in this classification typically are responsible for the control and flow of information through the division or work unit. Employees in this classification may train, make work assignments, and check in-progress and completed work for accuracy for less experienced or lower classification employees.

For a full description of this position, please see the class specification on the City's website.

ILLUSTRATIVE EXAMPLES OF WORK

• Process a variety of material, compose responses to inquiries from other departments or agencies, prepare reports, letters, memos, requisitions and other items requiring complex statistical calculations and tabulations utilizing computers and various software programs.
• Compose correspondence and memos, format reports, forms and other projects as assigned with a high degree of sensitivity or confidentiality.
• Respond to inquiries from other employees and the public providing information and advice concerning specialized or technical services rendered within scope of knowledge, may involve application of City policies and procedures or governing regulations; when necessary refer to manuals, regulations, RCWs or other agencies for verification or refer to the proper person.
• Develop and maintain detailed manual or computerized records or filing systems, office practices and procedures, inventory control, time-keeping methods and other information controls as assigned, keeping high systems integrity to assure accurate and reliable statistical reports. May include balancing expenditure accounts and financial records.
• Perform research, compile data including preparation of summary reports of complex statistical nature for supervisors as required.
• May be required to perform purchasing functions including recommending routine purchase, contacting vendors and providing comparisons.
• May be required to make travel arrangements, arrange for and/or conduct tours, schedule appointments, arrange for and/or attend meetings and take, transcribe and distribute minutes.
• Process time cards and time sheets for area of assignment and may maintain personnel-related information such as paid time off usage and vacation requests with a high degree of sensitivity and confidentiality.
• May operate radio communication system.
• Operate standard office equipment and machinery such as computers, typewriters, calculators, fax machines, transcription equipment, telephones, multi-line phone systems and copiers. Operate numerous software programs with proficiency, including word processing, data management and spreadsheet applications.
• May organize, assign, train and provide work directions for less experienced or lower classification employees; may check in-progress or completed work for accuracy or resolve routine operational problems to ensure that qualitative and quantitative standards are met.
• Perform other related duties as required or assigned.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

• Successful completion of course work or training in modern office principles and practices which include formal computer training AND
• Two to three years general office support experience which included heavy public contact and required utilization of computers;
  OR
• Any equivalent combination which provides the required knowledge, skills and abilities.

SPECIAL REQUIREMENTS OR CERTIFICATIONS

• Type at net rate of 45 words per minute.
• Possession of, or the ability to obtain, a valid Washington State Driver License within 30 days of hire.

PHYSICAL DEMANDS/WORKING CONDITIONS

HOW TO APPLY

• Application materials may be accessed via http://www.everettwa.gov/careers.
• All applicants are required to complete and submit the following:

1. The standard City of Everett Application Form.
2. Responses to the Supplemental Questionnaire for OFFICE SPECIALIST.

• Applications must be submitted through the City's online application system by 5:00 p.m. on May 1, 2023 to be considered.
• LATE, INCOMPLETE, FAXED, OR EMAILED APPLICATIONS WILL NOT BE ACCEPTED.

EXAMINATION STEPS

• The Supplemental Questionnaire is part of the application (weighed 30%). Answers must be detailed and will be blind rated.
• Responses to the supplemental questionnaire will be individually reviewed and evaluated (weighted 30%).
• Top-scoring applicants will be called to an oral panel interview (weighted 70%), tentatively scheduled for May 11, 2023.
• All vacancies in this job class will be filled from the ranked Civil Service register established from the examination process for 12 months.

IMPORTANT NOTES

• A passing grade of 70.00 or higher is required on all parts of the screening process for placement on the ranked Civil Service eligible register.
• The examination process is designed to sample and measure the requisite knowledge, skills, and abilities.
• Applicants claiming veterans' preference points in accordance with RCW 41.04.010 as amended and meeting eligibility criteria must submit form DD214 or other official military separation documentation that clearly indicates an honorable discharge from military service on or before the date filing closes.
• Extensive background checks will be conducted.
• New hires begin employment at the first step of the salary range.
• This job classification is represented by Everett Municipal Employees Local 113, AFSCME.

Filing Opens: April 13, 2023
Filing Closes: May 1, 2023
Open/Competitive
A23029