Overview

Administrative Assistant – PRCS Jobs in Lakewood at City of Lakewood, WA

JOB SUMMARY

Under the direction of a director, this job class performs a wide variety of responsible and complex administrative and secretarial duties. Incumbents plan and perform complex administrative office coordination to ensure smooth, timely and efficient office operations for the department; relieve the director of technical clerical and administrative details having department wide impact; research, collect, analyze and compile data and information for inclusion in reports; maintain financial records, files and budgets related to departmental operations, programs and expenditures; and maintain confidentiality of labor/management issues or personnel actions. Work requires an advanced ability to use advanced office software and an extensive knowledge of the department’s services, and regulations, policies, procedures, and activities and to apply them using initiative and independent judgment. Work is performed under broad guidelines, with considerable latitude for implementing action in planning and organizing the work, determining work methods and developing procedures and priorities to comply with policies or legal requirements. Assignments entail either many separate phases or a variety of different administrative transactions, and problem solving which involves some analysis or qualitative review of individual cases, materials or circumstances to determine the appropriate action, decision or solution. May direct the work activities of clerical employees. This class is distinguished from the Office Assistant by providing administrative support directly to a department director and by the level of responsibility assumed.


This is an AFSCME represented position.

Interviews are tentatively scheduled for the week of July 30th.

ESSENTIAL DUTIES

Independently plan and perform complex administrative office coordination; relieve the director of technical clerical and administrative duties having department wide impact; assist other professional staff in the department as assigned; compose, prepare and type a variety of correspondence, memos, reports and other materials.

Organize and coordinate office functions, activities and communications with departmental and City staff as well as citizens, community businesses and outside organizations; ensure efficient workflow and office operations.

Open, categorize, prioritize and distribute mail to appropriate personnel; answer telephones and greet visitors; provide information or refer to proper department or individual; maintain schedules and calendars for department director and other managerial staff as assigned.

Provide staff support and administrative assistance to boards and committees as assigned; attend and record meetings and type meeting minutes; prepare reports, agendas, correspondence and other materials as appropriate and according to decisions and approved actions.

Interact with visitors in person and on the phone; provide information, receive and process requests and complaints and route individuals to proper department or individuals as appropriate; provide procedural and City code information to various citizens and businesses.

Operate computers utilizing a variety of software programs, including database, spreadsheet, and word processing applications, to produce written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar.

Operate business and office machines including personal computer, copiers, fax machines, and calculators. May operate transcription equipment.

Assist with the development and distribution of public hearing notices and agendas; assemble and maintain a variety of records and technical information for boards and commissions.

Participate on a variety of City committees, study groups and task forces; attend a variety of meetings including staff meetings as assigned.

Report for scheduled work with regular, reliable and punctual attendance.

Perform related duties as assigned.

EDUCATION, EXPERIENCE, AND OTHER REQUIREMENTS

Any combination of education and experience equivalent to: college level course work in business administration, office management, secretarial training or related field and four (4) years of increasingly responsible secretarial or administrative office support experience. Related public sector experience desired. Some positions in this class may require a valid Washington driver’s license.

KNOWLEDGE, SKILLS, AND ABILITIES

KNOWLEDGE OF:
Organization, functions and activities of City departments and positions.
Financial and statistical record keeping techniques.
Principles of training and providing work direction.
Processing requirements and procedures for public documents.
Basic budget preparation and control techniques.
Modern office practices, procedures and equipment including a personal computer.
Computer software used by the City.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Applicable laws, codes, regulations, policies and procedures.
City and department organization, operations, policies and objectives.
Preparation and presentation of financial, statistical and narrative reports.
Office management techniques.
Interpersonal skills using tact, patience and courtesy.
Telephone techniques and etiquette.

ABILITY TO:
Plan and perform complex administrative office coordination duties.
Perform secretarial and administrative assistance duties in support of the Director.
Maintain confidentiality of labor/management issues or personnel actions.
Plan and organize work.
Operate a computer and other office equipment to enter data, maintain records and generate reports.
Principles of training and providing work direction.
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 peers and superiors across organizational lines.
Work on multiple, concurrent tasks, with frequent interruptions.
Meet schedules and timelines.
Maintain financial accounting records.
Prepare, monitor and control assigned budgets.
Physical ability to perform the essential job functions.
Type, transcribe materials and operate office equipment.
Type with accuracy at 50 words net per minute from clear copy.

ENVIRONMENT:
Office environment.

PHYSICAL ABILITIES:
Dexterity of hands and fingers to operate office equipment.
Sitting and operating a computer keyboard for extended periods of time.
Hearing and speaking to exchange information.
Bending and reaching to retrieve and maintain files.
Lifting and carrying boxes and other objects weighing up to 15 pounds.

BENEFITS SUMMARY
for
AFSCME MEMBERS
This is a summary of benefits and is not meant to be all inclusive. Please refer to Local 1938, Washington State Council of County and City Employees of the American Federation of State, County, and Municipal Employees collective bargaining agreement, City policies and plan booklets for details.
WORK HOURS
The normal work week is five consecutive days of not more than eight hours per day, exclusive of lunch period. City Hall is open to the public from 8:30 a.m. to 5:00 p.m. Where appropriate, alternative work schedules may be established, providing that not more than forty hours are scheduled per work week.
SALARY INCREASES
Step increases are granted annually upon successful completion of a performance evaluation until the maximum of the salary range is reached.
HOLIDAYS
Employees are granted the following paid holidays:
New Year’s Day
M.L. King, Jr. Day
Presidents’ Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Veterans’ Day
Thanksgiving
the day after Thanksgiving
Christmas day
Employees accrue one floating holiday on their anniversary date, which must be used within the following 12 month period. Holiday pay is pro-rated for employees scheduled to work less than 40 hours per week.
PAID TIME OFF
Paid time off leave is a benefit granted to employees to continue normal compensation during approved absences. Leave may be accumulated for succeeding years; however, the maximum accrual may not exceed 1,100 hours at the end of the calendar year.
Accrual Rate:
During the 1st year 200 hours of leave per year
After the 1st thru 2nd year 208 hours of leave per year
After the 2nd thru 4th year 216 hours of leave per year
After the 4th thru 9th year 232 hours of leave per year
After the 9th thru 14th year 264 hours of leave per year
After the 14th thru 20th year 296 hours of leave per year
After the 20th thru 29th year 312 hours of leave per year
After the 29th year 320 hours of leave per year
Paid time off leave accrual is pro-rated for employees scheduled to work less than 40 hours per week.
SHARED LEAVE
If an employee exhausts all paid leave because of medical reasons, they may be eligible to receive donated paid time off leave from other employees.
MILITARY LEAVE
Employees who are members of any federal military reserve unit or the Washington National Guard will receive up to twenty-one working days of paid leave during each year beginning October 1 and ending September 30, while engaged in active training duty or active duty.
The City will maintain continuity of health benefits to employees’ families when employees are ordered to involuntary active military duty. Military differential pay is available during active military duty of more than 30 days and for no longer than 24 months.
JURY DUTY LEAVE
Employees will be paid their regular compensation while serving on jury duty provided they forfeit the juror’s daily stipend to the City.
RETIREMENT PLAN
Employees and the City make contributions to the Washington State Department of Retirement Systems (DRS) Public Employees’ Retirement System (PERS) Plan 2 or Plan 3.
Under Social Security’s Government Pension Offset, any Social Security spouse’s or widow’s or widower’s benefits you may be entitled to will be reduced based on any pension you receive from the City’s retirement plan.
SOCIAL SECURITY REPLACEMENT
In lieu of Social Security, the City provides an alternative plan through the ICMA Retirement Corporation. The employee contributes 6.20% and the City contributes 4.77% of the employee’s salary. The employee’s investment choices range from conservative (low risk) to aggressive (high risk) opportunities. Employees are immediately 100% vested in the plan.
Under Social Security’s Windfall Elimination Provision, any Social Security retirement or disability benefits you may be entitled to will be reduced based on any pension you receive from this replacement plan.
VOLUNTARY 457 DEFERRED COMPENSATION PLAN
Participation in a 457 deferred compensation plan is available to employees through payroll deduction. This is an optional investment program. The City matches an employee’s contribution up to 3% of the employee’s base monthly pay rate.
VOLUNTARY FLEXIBLE SPENDING ACCOUNT
The Flexible Spending Account (IRS Section 125) is an optional tax savings program which is offered to employees annually. It allows employees to reduce taxable income by using part of their salary on a pretax basis to pay for out of pocket health care expenses and dependent care costs.
The effective date of health insurance coverage is the first day of the month following hire.
MEDICAL INSURANCE
Three medical plans are offered to employees and dependents through the Association of Washington Cities (AWC): the Regence High Deductible Health Plan (with a health savings account), the Regence HealthFirst Plan ($250 deductible), and the Kaiser Permanente Plan ($200 deductible).

Premiums are pro-rated based on FTE status for part-time employees.

Employees may be eligible to opt out of medical insurance coverage to receive $3,600 annually (pro-rated each pay period). Part-time employees may be eligible to opt out to receive an equivalent pro-rated amount.

EMPLOYEE ASSISTANCE PROGRAM
The Employee Assistance Program (EAP) is a voluntary, confidential resource available to employees, dependents and household members. The EAP provides professional counseling assistance in addressing a variety of concerns ranging from substance abuse to relationship issues. Premiums are paid by the City.
VISION INSURANCE*
The Vision Service Plan (VSP) provides for annual eye examinations for employees and dependents. A $25 deductible benefit is provided for lenses, frames and contact lenses.
DENTAL INSURANCE*
Washington Dental Service (WDS) Plan E insurance is provided through AWC. This is an incentive based plan – 70% to 100% of the cost for Class I and Class II benefits (routine exams, basic cleanings, x-rays, fillings, etc.) is covered. Class III benefits (crowns, inlays and onlays) are paid at 50%. The plan pays a maximum of $2,000 per individual annually for covered benefits. A separate orthodontia plan provides a one time orthodontia benefit of $1,000 for eligible children.

  • The City pays the entire premium cost for full-time employees and their dependents. Premiums for part-time employees and their dependents are pro-rated based on the employee’s FTE status.
LIFE & LONG TERM DISABILITY INSURANCE
The City provides the following insurance coverage for employees through Standard Insurance (a copy of each plan certificate will be provided during orientation). The insurance is effective the first of the month following hire, unless an employee is hired on the first day of the month, in which case the coverage is effective immediately.

SURVIVOR INCOME LIFE INSURANCE
A monthly survivor income benefit is paid to an employee’s eligible spouse and children upon the employee’s death. Prior to any reduction for Social Security survivor’s benefits, a benefit amount equal to 30% of the employee’s insured earnings is paid to the spouse or children, and 60% is paid if both spouse and children survive.

BASIC LIFE INSURANCE/ACCIDENTAL DEATH & DISMEMBERMENT
A benefit equal to the employee’s annual salary rounded up to the next thousand.

LONG TERM DISABILITY (LTD)
Effective after 90 days of continuous disability. The maximum amount of the LTD benefit is 60% of earnings or $5,000 per month, whichever is less.
VOLUNTARY SUPPLEMENTAL LIFE INSURANCE
Employees may elect to apply for $30,000 to $300,000 in supplemental term life insurance coverage. Spouses may also be insured. Premiums are paid entirely by the employee.
VOLUNTARY SHORT TERM DISABILITY (STD)
Short term disability insurance provides benefit payments to help replace lost income when an employee is disabled due to a non-occupational accident or illness. Pregnancy or its complications are covered provided enrollment in STD insurance is prior to conception. Benefits are payable for a maximum of 13 weeks. This benefit is offered to employees at the time of hire and annually thereafter.
ADDITIONAL VOLUNTARY INSURANCE PLANS
Additional insurance plans are available to employees through AFLAC, such as accident/disability, cancer, dental and hospital intensive care.

Title: Administrative Assistant – PRCS

Company: City of Lakewood, WA

Location: Lakewood

 

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