Basic Function

This Administrative Assistant 2 position is currently funded at .5 FTE. Salary range and benefits are prorated.

*The first review of applications will be on May 14th*

Under the direction of the City Clerk, plan and perform complex administrative office coordination to assure smooth, timely and efficient office operations for the department; relieve the City Clerk of technical, clerical, and administrative duties having department-wide impact; research, collect, analyze and compile data and information for inclusion in reports; maintain records, files, and information related to departmental operations, programs, and expenditures. While this position does not back up the Deputy City Clerk, the incumbent may be assigned additional duties in the absence of the Deputy City Clerk.

Essential Duties and Responsibilities

Administrative Department Support

• Plans and performs complex administrative office coordination; relieves the City Clerk of technical, clerical, and administrative duties.
• Assists department staff as assigned; composes, prepares, and types a variety of correspondence, memos, reports, and other materials. 
• Organizes and coordinates office functions, activities, and communications with departmental and city staff, as well as community members, businesses, and organizations, to ensure efficient workflow and office operations.
• As directed, prepares a variety of statistical, financial, and narrative reports and records; assists in assembling budget documents and budget preparation; monitors assigned budget accounts; researches and obtains price quotes from vendors; prepares and coordinates the purchase of office supplies, equipment, and other expenditures.
• Recommends improved processes, systems, and procedures as a result of new policies or directives or routine research and analysis; assists with implementation.
• Coordinates the use of city hall facilities by outside groups in accordance with adopted policy; maintains an orderly setup/restoration process.
• Performs notary public services for internal and external customers.

• Assists with publishing city council meeting packets and materials in accordance with established procedures and timelines; prepares chambers for city council meetings.
• Prepares public notices for city council special meetings and public hearings.
• Maintains citywide public meeting information; prepares weekly meeting calendar.

• Files and maintains citywide contracts; reviews contracts for quality control.
• Files city ordinances and resolutions.
• Maintains the city’s historical records database.
• Coordinates citywide shredding pickup logistics.
• Coordinates accession and retrieval of records from offsite storage.
• Assists in department projects as assigned.

• Responds independently to inquiries when appropriate. 
• Recommends changes in procedures and amendments to policies to enhance operational efficiency for the assigned functions.
• Supports the relationship between the City of Federal Way and the constituent population by demonstrating courteous and cooperative behavior when interacting with visitors and city staff. 
• Maintains confidentiality of work-related issues and city information. 
• Other duties that fall within the scope of the position classification may be assigned as needed.

Education and Experience

• Any combination of education and experience equivalent to graduation from high school, supplemented by coursework in business administration, office management, administrative support, or a related field.
• Three (3) years of increasingly responsible administrative support or office management experience.
• Previous public sector experience is preferred.

• Valid notary public license or ability to obtain within two months of hire date.
• Valid driver’s license.
• Certified Municipal Clerk certification preferred.
• Regular attendance and punctuality are required for this position.
• May be required to pass a City background check.

Knowledge and Abilities

Knowledge of:

• Organization, functions, and activities of the assigned department.
• Basic budgeting; financial and statistical record-keeping techniques. 
• Processing requirements and procedures for public documents. 
• Modern office practices and procedures, including the use of personal computers and standard office equipment.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Applicable laws, codes, regulations, policies, and procedures.
• City and department organization, operations, policies, and objectives.
• Office management techniques. 
• Principles of effective telephone communication and customer service etiquette. 

• Plan and perform complex administrative office coordination duties.
• Provide executive-level administrative support to the Director, providing relief of clerical and administrative duties, including assistance with correspondence, scheduling, and office management.
• Effectively plan and organize work to manage multiple tasks and changing priorities.
• Operate standard office equipment and accurately produce correspondence, reports, and other documents.
• Analyze operations, systems, procedures, policies, and methods, and recommend improvements for efficiency and effectiveness.
• Research, compile, and analyze data and information; develop and evaluate alternatives; and present findings and recommendations.
• Present ideas, information, and concepts clearly, concisely, and persuasively.
• Communicate effectively both verbally and in writing with tact, patience, and courtesy.
• Use best practices for establishing effective working relationships and communication with co-workers at all levels of the organization.
• Interpret, apply, and explain city codes, rules, regulations, policies, and procedures.
• Handle sensitive information with confidentiality and discretion.
• Establish and maintain cooperative and effective working relationships with employees, officials, outside agencies, and the public.
• Plan, organize, and prioritize work to meet schedules and timelines.
• Work independently with minimal direction while exercising sound judgment.
• Demonstrate skill in building positive, collaborative relationships with diverse individuals to accomplish shared objectives.