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Company Name : City of Shoreline, WA
Location : Shoreline, WA
Position : Administrative Assistant I – City Clerk Office
Job Description : GENERAL SUMMARY
Shoreline is an inclusive City that endeavors to build a work culture which embraces diversity, encourages participation, and promotes equity.This full-time position performs a wide variety of responsible and routine administrative duties in support of the City Clerk’s Office; provides central reception for visitors to City Hall and answers the City’s main telephone line; collects payments for services; participates in the City’s business licensing program; performs a variety of tasks relative to assigned area of responsibility.DEFINITIONTo perform routine technical and clerical duties for an assigned department; to provide receptionist services for an assigned department; and to provide customer service for internal and external customers.DISTINGUISHING CHARACTERISTICSThis is the entry level class in the Administrative Assistant series. This class is distinguished from the Administrative Assistant II by the performance of the more routine tasks and duties assigned to positions within the series.SUPERVISION RECEIVED AND EXERCISEDReceives immediate supervision from higher level supervisory or management staff.
EXAMPLES OF DUTIES
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS Essential and other important responsibilities and duties may include, but are not limited to, the following: Essential Functions:
Receive and direct visitors and telephone calls to appropriate personnel; provide front counter assistance to both internal and external customers and detailed information on departmental and City programs, activities, policies and procedures within scope of authority; resolve complaints and requests for information as appropriate.
Receive, receipt and record fees or payments for services or programs.
Generate a variety of correspondence, letters, forms and documents; prepare documentation in compliance with established procedures.
Create, edit and proofread various letters, forms, reports and presentations.
Establish record keeping systems; maintain accurate and up-to-date files and records for assigned areas.
Maintain database, records and files.
Gather and summarize numerical, statistical and narrative data.
Produce weekly reports regarding assigned programs and related revenue.
Maintain and order office supplies.
Receive, sort and distribute incoming and outgoing mail.
Marginal Functions:
Assist with special projects as assigned.
Perform related duties and responsibilities as required.
QUALIFICATIONS
Knowledge of:
Basic methods and techniques of customer service.
Telephone techniques and etiquette.
Applicable software programs.
Principles of business letter writing and basic report preparation.
Principles and procedures of record keeping.
Basic methods and techniques of research.
Effective language usage, spelling, grammar and punctuation.
Basic cash handling.
Ability to:
Participate and work effectively in an organization committed to advancing principles and practices of equity and anti-racism.
Provide customer service to external and internal customers.
Work in a team oriented environment.
Work independently in the absence of supervision.
Respond to requests and inquiries from the general public and provide detailed information within area of assignment.
Maintain accurate records and files.
Prepare a variety of reports and correspondence.
Operate office equipment including computers and supporting word processing, spreadsheet, database and workflow applications (MS Office, SharePoint, GovQA preferred).
Learn to correctly interpret and apply City policies and procedures.
Perform general clerical work including maintaining files and compiling information for reports.
Understand and follow oral and written instructions.
Communicate clearly and effectively, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Experience and Training Guidelines Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Two years of administrative support experience.Training: Equivalent to the completion of the twelfth grade.
SUPPLEMENTAL INFORMATION
COVID-19 Vaccination Requirement: A candidate selected and offered the job must be fully vaccinated and demonstrate proof of vaccination against COVID-19. (Per City policy, a person is fully vaccinated against COVID-19 if two weeks have passed since they received all doses of a vaccine as prescribed by the FDA, CDC, and/or the Washington State Health Officer, including a booster shot based on availability and eligibility.) A list of acceptable documents to provide verification can be reviewed here (Download PDF reader) (Download PDF reader)To demonstrate skills and interest, please complete the application, please complete the Supplemental Questions in lieu of the cover letter. (This application does not allow for attachments. Providing complete responses in the Supplemental Questions section will help us determine your qualifications for the job.)
The City’s mission is to fulfill the community’s vision through highly valued public service. Our employees work relentlessly to achieve organizational goals while embracing the City’s values. City Mission, Values, and GoalsEnvironmental Conditions:Office environment; exposure to computer screens; work with computer and office equipment; extensive public contact.Physical Conditions:Essential and marginal functions require sitting for prolonged periods of time; moderate or light lifting; extensive use of computer keyboard; near visual acuity for performing data entry on a computer. While performing the duties of this job, the employee is regularly required to talk or hear, and is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
Job Type: Full-time
Pay: $24.91 – $31.57 per hour
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