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

Administrative Specialist

Administrative Specialist

Administrative Specialist


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.

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.
  • Perform related duties as assigned.

Salary:

$56,252 to $68,531 Annually

Job Type:

Regular Full-Time

Location:

Renton, WA

Division:

Administration

Supervision:

Reports To:  Director of Administration
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.

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.