Job Description

Come work at a place where you have a direct impact on the quality of life for Kent residents, business owners and visitors alike!

The City of Kent is seeking an experienced administrative professional to provide support to our City Council and Mayor's office staff. As the office receptionist, the Council Administrative Assistant 2 position is highly visible and a primary initial point of contact for many Kent residents and other customers who have business with the City. Candidates must have the ability to work effectively with minimal supervision and to appropriately handle confidential information. Skill in handling frequent interruptions during daily work with a pleasant and customer-focused demeanor is also required.


This recruitment will utilize multiple steps to narrow down the applicant pool, including a written clerical skills exam, an interview and the submission of a writing sample. Dates for these processes have not been established, but applicants will be kept informed as these details are determined.

** A cover letter, resume, and writing sample are required with your online application in order for your application to be considered complete . Uploading your resume to auto-fill portions of the application does not automatically attach it to your application. Incomplete applications will not be considered for this position. Please note that you cannot attach documents to your application after it has been submitted. If you have any questions or concerns regarding your online application, please call our office at (253) 856-5270 and we will do our best to assist you.**

There is one (1) benefited position that will be filled by this recruitment process. Hours are Monday-Friday, 9 AM- 4 PM. This position is not represented by a union and is not eligible for hybrid or remote work options.

For a listing of benefits, please use the following link: Employee Benefits | City of Kent (kentwa.gov)

SALARY:

$33.94- $41.37 per hour, depending on experience

GENERAL PURPOSE:

Under the direction of the Chief Administrative Officer or designee, this position is responsible for performing a variety of complex administrative duties in support of the City Council and the Mayor's office.

Work is characterized by complex and confidential administrative duties for the City Council and department staff. The incumbent must effectively work with elected officials, employees and the public, and is required to exercise a substantial amount of tact, professionalism, independence, judgment and initiative.

Employee must be capable of performing work with limited supervision. The supervisor and incumbent work together to develop the deadlines and projects, and the supervisor assists the incumbent with unusual situations that do not have clear objectives or precedent. Incumbent is responsible for the work, plans and carries out the assignment, resolves most conflicts that arise, coordinates work with others, and applies policies and/or accepted practices. Incumbent keeps supervisor informed of progress on matters, potentially controversial matters, or matters with far-reaching implications. Work is reviewed in terms of meeting objectives and effectiveness of results.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Perform clerical, technical, and complex administrative duties while serving as the confidential administrative assistant to the seven City Council members and Mayor's office staff; serve as liaison between Council members and the public, management and other City employees.

Perform the day-to-day administrative activities and functions in support of the City Council and the Mayor's office as directed. Serve as back-up support to the Mayor and/or Chief Administrative Officer in the Executive Assistants' absence.

Conduct independent research and analysis concerning administrative assignments; exercise independent judgment and initiative; evaluate information and recommend alternative courses of action.

Collect, compile, coordinate and explain statistical data, financial data, staff input, and other information.

Manage the Administration Office asset list; create, receive and manage purchase orders; manage and route contracts; manage office purchasing and accounting processes.

Prepare a variety of correspondence, memoranda, reports, and other material including materials of a confidential nature; record and prepare minutes from a variety of meetings as requested; and prepare, review and proofread documents, records, and forms for accuracy, grammar, spelling, sentence structure, completeness, and conformance to applicable rules and regulations.

Be familiar with and work as Council liaison for regional civic affiliations and ensure the timely submission of applications for regional board and commission appointments.

Confer with Council members, CAO, Mayor, Communications Manager, Race & Equity Manager, and other staff to receive assignments, instructions, and information.

Perform public relations duties that include diplomatically responding to, or coordinating responses to, community inquiries and/or complaints either in person, by phone, or by email on behalf of the Council, CAO, or Mayor; monitor and follow-up on inquiries and/or complaints. Assist callers by relaying messages, answering questions, responding to requests, resolving problems, explaining department policies and procedures, and referring callers to the CAO or the appropriate Council members or staff as needed.

Maintain and update individual Council member calendars, and the CAO, Mayor, and staff calendars as necessary; arrange, prioritize and schedule meetings and appointments, presentations/appearances, tours, conferences, etc.; notify Council members and/or staff of meetings and events.

Process mail and email; open, sort, route and distribute incoming and outgoing mail and email; maintain discretion and confidentiality with the mail and email information; denote important sections of mail or email for the attention of the Council, CAO, or Mayor; prepare preliminary responses to correspondence for approval; determine action to be taken; implement action as authorized.

Arrange travel itinerary, reservations, credit card use, and reimbursement of business expenses. Electronically allocate credit card expenses in a timely manner according to Finance Department policy.

Coordinate all Council receptions for incoming and outgoing elected members as well as work with Communications regarding public appearances, as needed.

Utilize financial database to monitor the Council budget purchases and expenditures; process the Administration Department's purchase orders, invoices, and other expenses; assist with budget preparation as assigned.

Maintain a variety of confidential information, complex files and records as assigned; prepare and maintain payroll as official timekeeper.

Serve as primary contact for public records requests of city council records; assist the executive assistant with public records requests of Mayor's Office records; maintain public records, scan records, and set records destruction dates.

Maintain a current understanding of City and department functions and programs. Participate as a representative of the department and/or provide assistance to special projects or other departments as assigned.

Maintain office supply stock - order, receive, store and distribute office supplies and forms. Manage annual report of Small & Attractive Assets; submit Facilities Requests as needed to maintain office equipment.

Actively support the vision, mission, values and goals of the department and the City.

Perform other duties as assigned.

SUCCESSFUL INCUMBENTS FOR THIS POSITION WILL:

HAVE THE KNOWLEDGE OF, BE SKILLED IN AND HAVE THE ABILITY TO:

• Work in a team environment and build and maintain productive, constructive, effective, and respectful relationships with fellow employees and community members.
• Maintain confidentiality.
• Work flexible work schedules including evenings, weekends and varying schedules as required by the position's workflow and responsibilities.
• Work independently with minimal direct supervision. Exercise independent judgment: make decisions within expectations and take responsibility for such decisions.
• Manage multiple interruptions to planned work.
• Utilize Outlook to schedule and maintain calendars.
• Understand the organizational structure, policies, procedures, objectives, functions and activities of municipal government and elected officials.
• Utilize office practices, procedures and equipment (copier, scanner, tablet and personal computer) and related software such as word processing and financial applications (i.e. Word, Excel, PPT, SharePoint, CMS system, JD Edwards/Oracle, NeoGov, iVanti, Workday).
• Understand basic principles and practices of governmental budgeting, accounting and purchasing, including preparation, monitoring, transferring, and reporting.
• Exercise tact, patience and courtesy; utilize conflict management techniques.
• Use proper English, grammar, spelling, punctuation and vocabulary.
• Use customer friendly telephone etiquette and techniques to properly assist a diverse assortment of inquiries.
• Effectively research and analyze matters.
• Assemble diverse and complex data/material and independently compose, proofread, and edit reports and general and complex business correspondence.
• Respond to the public with courtesy, tact and patience.
• Assemble, prepare, monitor and maintain department budget and accounting, as required.
• Plan and organize work to meet schedules and timelines.
• Continuously strive to improve the services provided to the public.

SKILLS FOR THE POSITION MAY BE GAINED THROUGH EDUCATION, CERTIFICATION, RELEVANT JOB EXPERIENCE or a COMBINATION, SUCH AS:

Education: High school diploma, general education degree (GED), or equivalent, supplemented by some college level course work or vocational training in business, office management, or a related field; and

Experience: Two (2) years of increasingly responsible administrative support experience including at least one (1) year of experience performing administrative support for an administrator/director, a commission, council, or special group with extensive public contact.

LICENSES AND OTHER INFORMATION:

• Valid Washington State Driver's license preferred but not required
• Completion of position relevant background inquiry required

MACHINES, TOOLS AND EQUIPMENT USED:

Typical business office machinery and equipment including, but not limited to, personal computer, including spreadsheet and word processing software, printers, telephone, fax machine, copy machine, and calculator. May also be required to operate a 35mm or digital camera.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit for extended periods of time; use hands and fingers to reach, handle, feel or operate objects, materials, tools, equipment or controls. The employee frequently is required to type on a keyboard for extended periods of time. The employee is occasionally required to stand; walk; bend, reach hear and talk coherently with or without mechanical assistance. The employee must occasionally lift and/or move up to 25 pounds with or without assistance. Specific vision abilities required by this job include close, distance, color, and peripheral vision; depth perception; and the ability to adjust focus.

WORKING CONDITIONS:

Work is performed in an indoor office environment subjected to multiple interruptions by walk-in residents, employees, telephone calls and interoffice activities. While performing the duties of this job, the employee frequently meets elected officials, City management, employees, and the general public. Because of the nature of work, the incumbent may be required to deal with difficult and/or irate individuals, requiring the effective use of conflict management skills. Incumbent may be relied upon to drive to and from local businesses to purchase and/or pick up supplies, materials, and/or perform miscellaneous tasks, etc. Incumbent may be required to work flexible work schedules including evenings, weekends, and varying schedules to accommodate various meetings and the workflow of the position. The noise level in the work environment is usually moderate.

The City of Kent is an Equal Opportunity Employer.

Job Tags

Hourly pay, Part time, Local area, Remote job, Flexible hours, Afternoon shift, Monday to Friday,

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