Administrative Assistant - PRCS

About the role

This job class performs a wide variety of responsible and complex administrative and secretarial duties. Incumbents plan and perform complex administrative office coordination to ensure smooth, timely and efficient office operations for the department; relieve the director of technical clerical and administrative details having department wide impact; research, collect, analyze and compile data and information for inclusion in reports; maintain financial records, files and budgets related to departmental operations, programs and expenditures; and maintain confidentiality of labor/management issues or personnel actions.

Responsibilities

• Independently plan and perform complex administrative office coordination;
• Relieve the director of technical clerical and administrative duties having department wide impact;
• Absorb and perform secretarial and administrative assistance duties in support of the Director;
• Maintain confidentiality of labor/management issues or personnel actions;
• Plan and organize work;
• Operate a computer and other office equipment to enter data, maintain records and generate reports.

Requirements

• Any combination of education and experience equivalent to: college level course work in business administration, office management, secretarial training or related field and four (4) years of increasingly responsible secretarial or administrative office support experience.
• Related public sector experience desired.

Qualifications

• Some positions in this class may require a valid Washington driver's license.

Skills

• Organization, functions and activities of City departments and positions.
• Financial and statistical record keeping techniques.
• Principles of training and providing work direction.
• Processing requirements and procedures for public documents.
• Basic budget preparation and control techniques.
• Modern office practices, procedures and equipment including a personal computer.
• Computer software used by the City.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Applicable laws, codes, regulations, policies and procedures.
• City and department organization, operations, policies and objectives.
• Preparation and presentation of financial, statistical and narrative reports.
• Office management techniques.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.

Benefits

Summary for AFSCME MEMBERS: This is a summary of benefits and is not meant to be all inclusive. Please refer to Local 1938, Washington State Council of County and City Employees of the American Federation of State, County, and Municipal Employees collective bargaining agreement, City policies and plan booklets for details.

Work Hours

• The normal work week is five consecutive days of not more than eight hours per day, exclusive of lunch period.
• City Hall is open to the public from 8:30 a.m. to 5:00 p.m. Where appropriate, alternative work schedules may be established, providing that not more than forty hours are scheduled per work week.

Salary Increases

• Step increases are granted annually upon successful completion of a performance evaluation until the maximum of the salary range is reached.

Holidays

• New Year's Day
• M.L. King, Jr. Day
• Presidents' Day
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Veterans' Day
• Thanksgiving the day after Thanksgiving
• Christmas day

Paid Time Off

• Employees Are Granted The Following Paid Holidays
• Accrual Rate

Shared Leave

• If an employee exhausts all paid leave because of medical reasons, they may be eligible to receive donated paid time off leave from other employees.

Military Leave

• Employees who are members of any federal military reserve unit or the Washington National Guard will receive up to twenty-one working days of paid leave during each year beginning October 1 and ending September 30, while engaged in active training duty or active duty.
• The City will maintain continuity of health benefits to employees' families when employees are ordered to involuntary active military duty.
• Military differential pay is available during active military duty of more than 30 days and for no longer than 24 months.

Jury Duty Leave

• Employees will be paid their regular compensation while serving on jury duty provided they forfeit the juror's daily stipend to the City.

Retirement Plan

• Employees and the City make contributions to the Washington State Department of Retirement Systems (DRS) Public Employees' Retirement System (PERS) Plan 2 or Plan 3.
• Under Social Security's Government Pension Offset, any Social Security spouse's or widow's or widower's benefits you may be entitled to will be reduced based on any pension you receive from the City's retirement plan.

Social Security Replacement

• In lieu of Social Security, the City provides an alternative plan through the ICMA Retirement Corporation.
• The employee contributes 6.20% and the City contributes 4.77% of the employee's salary.
• The employee's investment choices range from conservative (low risk) to aggressive (high risk) opportunities.
• Employees are immediately 100% vested in the plan.
• Under Social Security's Windfall Elimination Provision, any Social Security retirement or disability benefits you may be entitled to will be reduced based on any pension you receive from this replacement plan.

Voluntary 457 Deferred Compensation Plan

• Participation in a 457 deferred compensation plan is available to employees through payroll deduction.
• This is an optional investment program.
• The City matches an employee's contribution up to 3% of the employee's base monthly pay rate.

Flexible Spending Account

• The Flexible Spending Account (IRS Section 125) is an optional tax savings program which is offered to employees annually.
• It allows employees to reduce taxable income by using part of their salary on a pretax basis to pay for out of pocket health care expenses and dependent care costs.
• The effective date of health insurance coverage is the first day of the month following hire.

Medical Insurance

• Three medical plans are offered to employees and dependents through the Association of Washington Cities (AWC): the Regence High Deductible Health Plan (with a health savings account), the Regence HealthFirst Plan ($250 deductible), and the Kaiser Permanente Plan ($200 deductible).
• Premiums are pro-rated based on FTE status for part-time employees.