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Administrative Assistant - City of Sammamish ( Job # 18-0016)

This job is closed.

Minimum Salary: $52,994.00 per year
Maximum Salary: $52,994.00 per year
Employment Type: Full Time
Department: City Manager’s Office
Open until filled.
(Open to current employees and the general public.)

Summary

GENERAL PURPOSE

This is a Limited Term Assignment ending December 31, 2018. This position performs specialized administrative support work to the City Clerk's office to catalog, organize, and manage both hard and soft copy files that require retention of various lengths. Under the direction of the City Clerk, this position will carry out complex organizational procedures with long-term sustainability in mind. This position will also offer general support to the City Clerk’s Office as needed.

SUPERVISION RECEIVED

Works under the direction of the City Clerk.  



ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Conduct a physical inventory of hard copy records residing in City Hall office, adjacent storage areas, and all other City facilities.
  • Identify or assign file codes for records or groups of records as needed, using the established government file code system
  • Produce an electronic records inventory based on the physical inventory
  • Organize or reorganize hard copy records according to agreed-on system
  • Scan selected documents to create electronic records where appropriate
  • Operate office equipment and machines such as personal computers, typewriters, dictating machines, calculators, copy machines, and adding machines
  • Interact with staff at all levels in various departments regarding their department specific records
  • Other duties as assigned

 

KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of:

  • Modern office technology and administrative procedures
  • Limited legal terminology (desired)
  • Organizational structure, functions, and routine activities of a municipal government
  • MS Office Suite, Adobe and other common office software
  • Applicable laws, codes, regulations, policies, and procedures (desired)
  • Knowledge of Washington State Records Retention Schedule (desired)

 

          Ability to:

  • Strong oral and written communication skills
  • Strong interpersonal skills utilizing tact, patience, and courtesy
  • Prior experience performing inventories
  • Data entry and cataloging skills
  • Perform administrative duties with speed and accuracy
  • Ability to interpret, apply, and explain laws, codes, regulations, policies, and procedures
  • Strong ability to plan and organize scheduled work
  • Ability to exercise good judgment and critical thinking skills
  • Ability to work confidentially using discretion
  • Ability to establish and maintain cooperative and effective working relationships with others
  • Ability to meet schedules and time lines
  • Work independently with little direction.
  • Strong typing and transcribing skills as well as experience scanning paper records

 

MINIMUM QUALIFICATIONS

  • Graduation from a high school or GED equivalent
  • Two (2) years of increasingly responsible related experience
  • Previous knowledge or experience of municipal government required
  • Strong attention to detail and command of modern office technology and best practices
  • Strong interpersonal skills with the ability to exercise appropriate decorum with elected officials

 

COMMON TOOLS AND EQUIPMENT USED

Multi-Line Telephone System, copy machine, scanner, postage machine, fax machine, personal computer

 

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.

Hand-eye coordination is necessary to operate computers and various pieces of office equipment.

While performing the duties of this job, the employee is occasionally required to stand, walk, use hands and fingers, handle, feel or operate objects, tools or controls, and reach with hands and arms.  The employee is primarily required to sit, and occasionally required to stoop, crouch, talk or hear.

The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

 

WORKING ENVIRONMENT

Work is performed in office setting. The work characteristics described above are representative of those an employee encounters while performing this job.  The noise level in the work environment is moderately noisy.  Work is performed indoors, with some prolonged periods of sitting or stooping.

 

DISCLAIMER

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

This job description does not constitute an employment agreement between the City and the employee, and is subject to change by the employer as the needs of the City and the requirements of the job change.

 

THE CITY OF SAMMAMISH IS AN EQUAL OPPORTUNITY EMPLOYER


Attachments

Location
Sammamish City Hall
801 - 228th Ave SE
Sammamish, WA 98075