Public Works Senior Administrative Assistant

The City of Lynden's Public Works Department is hiring a Senior AdministrativeAssistant.

This position requires the use of considerable discretion, judgment, and interpersonal skills. The Senior Administrative Assistant will perform a wide variety of administrative and financial tasks including but not limited to accounts payable, accounts receivable and project cost accounting, data preparation for reporting purposes and cross-functional collaboration with internal departments.

Public Works Projects

• Prepares and administers various documents and activities related to Public Works projects, such as prepare bids, checking contractor invoices and certified payroll; tracking and filing prevailing wage intents and affidavits; initiating project close-out releases from Department of Revenue, Labor & Industries and Employment Security Department; and preparing documentation for retainage and bond releases.
• Maintains project records of payment requests, change orders, quarterly reporting and other documentation related to projects.
• Assists with bid openings.

Accounting

• Prepares revenue and expense tracking reports to assist with monitoring revenues and expenditures for Public Works project expenses and funding.
• Tracks developer performance and maintenance bonds associated with private projects.
• Prepares and processes purchase orders and invoices for equipment, service and capital expenditures.
• Codes accounts payable utilizing the B.A.R.S. system.
• Assists in the preparation of payment requests and backup documentation for certain state and local agencies for grants and loan payments.
• Prepares invoices to various parties for reimbursement for services performed.

Administrative

• Utilizes Asset Management and Work Order Program for equipment and inventory tracking and work order requests.
• Provides meeting management assistance by scheduling meetings, assembling background materials, preparing executive summaries for city council meetings, preparing other meeting agendas, recording minutes and action items from meetings. Assists in follow-up activity for action items.
• Assists in the preparation of various in-house office forms for use in departmental operations. Assists in the development of legal and other notices, advertisements, flyers, brochures, newsletters, media releases, news articles, and other informational materials about projects, programs and services.
• Gathers, interprets and prepares data for studies, reports and related information for decision-making purposes.
• Assists in the preparation of drafting contracts, resolutions, ordinances, administrative policies, speeches, presentations, correspondence, etc., as assigned. Performs document tracking for contracts, bonds, claims and other documents.
• Works with airport applications for leases and invoices for airport services.
• Provides monthly airport fuel sales report.
• Follows Washington State archives retention policy for document storage and retention; establishes a variety of file records and assists in the maintenance of the records management system which includes, but is not limited to, project, accounting, operations, systems, facilities, and other department files.
• Performs a variety of research for other department staff and other departments as needed.
• Investigates and follows-up on citizen requests for service, complaints, and requests for information.
• Primary department contact for making reservations and travel arrangements for meetings, seminars and conventions.
• Assists co-workers with greeting and providing information to walk-ins, answering telephones and distributing incoming mail.
• Assists with the flow of incoming and outgoing general and special correspondence; assists with organizing and maintaining the department's filing system.

OTHER DUTIES

• Attends seminars and workshops related to project duties and administrative duties and responsibilities.
• Assists the Office Manager as needed and fills in for essential position duties in their absence.
• Performs other related duties as needed and assigned.

Education and Experience

• Graduation from a high school, or GED equivalent, with specialized course work in general administrative and office practices, and high proficiency with Microsoft Office Suite (Word, Excel, and Outlook) and basic accounting knowledge; AND
• Five (5) years of related experience, particularly in the areas of Public Works and accounting/AP/AR; OR
• Equivalent combinations of education and experience that provide the incumbent with the necessary qualifications may be considered.

Knowledge, Skills and Abilities

Knowledge of:

• Principles and practices of the Public Works Department.
• Microsoft Office Suite (Work, Excel and Outlook).
• Accounts payable and receivable functions and project cost accounting.
• Effective modern records management techniques.
• Good customer service practices.

Skills & Ability:

• Support, promote, and model the City's mission, vision, and core values in all aspects of job performance.
• Interpret and apply program/department information in making work decisions or in providing information to others.
• Maintain complex specialized records and prepare narrative and statistical reports based thereon.
• Prioritize work assignments; be flexible and manage multiple tasks with ease.
• Strong skills in organization and planning, problem analysis, decision-making, adaptability and flexibility.
• Strong communication skills (verbal and written).
• Fiscal record keeping skills and ability to work accurately with numbers.
• Record and write meeting minutes.
• Proficient with Microsoft Office Suite including Word, Excel, and Outlook.
• High level of accuracy in performance of duties.
• Proofread/edit material for correct punctuation, spelling, grammar, word usage.
• Work independently with minimal supervision and to effectively handle multiple tasks and assignments to achieve desired outcomes.
• Ability to establish effective working relationships with employees, supervisors, and the public.
• Represent the City in a positive and professional manner.

• Must have a valid driver's license and appropriate insurance at the time of hire for work-related travel.
• Must pass appropriate background checks.

1. Minimum Qualifications: Applicants must provide specific, detailed information so an initial determination can be made regarding your level of qualification for this position. Applicant status will be updated on or around the week of December 18th, 2023.
2. Interviews are tentatively scheduled for the week of December 26th.