INFORMATION: 425-276-9500 | EMERGENCY: 9-1-1

Administrative Specialist

Administrative Specialist

Administrative Specialist


Many people see the fire department as a fun and exciting place to work; a place where people dedicate their careers to serving the community, and they are right! But it is also a government agency, which requires the support of people who are not only energetic public servants, but highly skilled in their fields and motivated to not just meet the status quo, but continually raise the bar. One of those key positions in our agency is the Administrative Specialist.

Our Administrative Specialists are often the face and the voice of our organization. They are on the front lines of public service for Renton community members, agency partners, and vendors with non-emergent needs. For that reason, it’s imperative that the individual in this role be personable, friendly, and detail oriented.

As an Administrative Specialist with Renton RFA, you will be part of a valued team that serves both our internal staff and our community members every day. Your skillset in office administration and your desire to continually push for process and procedural improvements will allow you to quickly establish yourself as a team asset.

The person who will be most successful in this position has a background in public records and contract management with exceptional knowledge of Office 365 programs and SharePoint. They are a critical thinker and look to push the organization forward, making it better today than it was yesterday. They feel confident sharing their expertise and unique ideas for the betterment of the organization, as well as duty-bound to identify errors and present holistic solutions.

If you have a passion for public service and a positive, growth mindset, we would love to meet with you. Apply today!

Job Summary:

Under the direction of the Administrative Supervisor, plan and perform complex administrative office coordination to ensure smooth, timely and efficient office operations for the division; relieve executive staff of technical clerical and administrative duties having organization-wide impact; research, collect, analyze and compile data and information for inclusion in reports; train, schedule, supervise and evaluate assigned clerical personnel; maintain financial records, files and budgets related to organization operations, programs and expenditures.

Distinguishing Characteristics:
Incumbents perform complex and specialized duties in support of the organization and supervise and evaluate assigned clerical personnel. Incumbents perform a broad range of complex duties requiring extensive knowledge and may supervise and evaluate assigned clerical personnel.

Job Duties / Responsibilities:

Essential Functions

  • Plan and perform complex administrative office coordination; relieve the executive staff of technical clerical and administrative duties having organization-wide impact; compose, prepare and type a variety of correspondence, memos, reports and other materials.
  • Organize and coordinate office functions, activities and communications; assure efficient workflow and office operations.
  • Train, schedule and assign duties to office clerical staff; supervise and evaluate the performance of assigned personnel; chair staff meetings to facilitate the accurate flow of information and work assignments.
  • Maintain complex and comprehensive financial records and files pertaining to organization expenditures, budget balances, investments, payroll and operations; prepare status reports, charts and graphs as requested.
  • Prepare a variety of statistical, financial and narrative reports and records as necessary; assist in budget projection, preparation appropriation and control.
  • Develop new and improved programs, systems and procedures as a result of new policies or directives or routine research and analysis; assist with implementation after securing approval.
  • Attend a variety of meetings including staff meetings as assigned.
  • Perform complex and varied support to relieve the executive staff of administrative detail.

Standard Functions

  • Conduct a variety of studies involving programs, systems, operations, special needs, issues or activities of an assigned department; research, analyze and prepare recommendations or conclusions on assigned projects.
  • Prepare and coordinate purchase of office supplies, equipment and other expenditures.
  • Provide staff support and administrative assistance to boards and committees; prepare reports, agendas, correspondence and other materials as appropriate and according to decisions and approved actions.
  • Research, analyze and prepare information on a variety of topics for dissemination to the public through the media, conference presentations, community meetings; coordinate efforts with internal and external customers.
  • Develop and prepare specifications for organizational projects, contracts, purchases and equipment; research, prepare and administer grants.

Salary:

$57,940 – $70,587 Annually (2022)

Job Type:

Regular Full-Time

Location:

Renton, WA

Division:

Administration

Supervision:

Reports To:  Administrative Supervisor
Supervises:  None

APPLY FOR THIS POSITION

Education, Experience, and License Requirements:

  • Any combination equivalent to: graduation from high school including or supplemented by course work in business administration, office management, training or related field and three years of increasingly responsible administrative office support experience.
  • Some positions in this classification may be required to possess a valid Washington State driver’s license.
  • Must be fully vaccinated against COVID-19.

Knowledge, Skills, and Abilities Requirements:

Knowledge Of:

  • Organization, functions and activities of the assigned department.
  • Financial and statistical record-keeping techniques.
  • Principles and practices of supervision and training.
  • Processing requirements and procedures for public documents.
  • Basic budget preparation and control techniques.
  • Modern office practices, procedures and equipment.
  • Interpersonal skills using tact, patience and courtesy.
  • Applicable laws, codes, regulations, policies and procedures.
  • Technical aspects of field of specialty.
  • City organization, operations, policies and objectives.
  • Preparation and presentation of financial, statistical and narrative reports.

Ability To:

  • Plan and perform complex administrative office coordination duties.
  • Relieve the executive staff of clerical and administrative duties having department-wide impact.
  • Perform administrative assistance duties in support of the organization.
  • Plan and organize work.
  • Operate a computer terminal to enter data, maintain records and generate reports.
  • Train, supervise and evaluate personnel.
  • Evaluate and recommend improvements in operations, systems, procedures, policies and methods.
  • Research and analyze data and information and develop, evaluate and present alternative recommendations.
  • Present ideas and concepts clearly and concisely.
  • Communicate effectively both orally and in writing.
  • Read, interpret, apply and explain codes, rules, regulations, policies and procedures.
  • Work confidentially with discretion.
  • Establish and maintain cooperative and effective working relationships with others.
  • Meet schedules and timelines.
  • Work independently with little direction.
  • Maintain financial accounting records.
  • Prepare, monitor and control assigned budgets.
  • Operate office equipment.
  • Type at 60 words net per minute from clear copy.

Work Environment / Physical Demands:

The following represent the physical demands that must be met to successfully perform the essential functions of this job:

  • 100% of work is performed in a typical office environment.
  • Constantly operate a computer and other office equipment.
  • Constantly communicate with City employees and customers.
  • Lift or move items weighing up to 20 pounds on occasion.
  • Noise level in the office is moderately quiet.

Approved reasonable accommodation requests will be made to enable individuals with disabilities to perform the essential functions of the job.