City of Redmond

Compensation

Full Description

JOIN REDMOND! The City of Redmond is a thriving, culturally diverse community and home to over 80,000 residents. Redmond is the hub of an array of commerce and industry ranging from technology, aerospace, and gaming to biomedical and innovation start-ups. In this role, you will represent the city, and our values of service, integrity, accountability, belonging and stewardship. The Administrative Assistant & Event Support position provides front desk, administrative, and event support for the Executive department and their direct manager. This position is in-person, office-based only (no hybrid or remote work), and plays a key role in supporting Council and the Executive department's events, including food coordination, on-site event assistance, and customer service for both internal and external stakeholders. The role supports multiple events annually, including nighttime and weekend events, with routine food ordering coordination. Requires flexibility to work evenings and weekends as needed. Schedule Details: In-Office Only – M-F, up to 29 hours per week. The schedule will be determined with the immediate supervisor/manager. This is a supplemental, variable position and may not exceed 29 hours per week and 1,040 hours per year. ROLE & RESPONSIBILITIES Front Desk & Administrative Support • Administer and maintain absolute confidentiality of work-related issues, client records and City information • Responsible for Mayor’s Office and Executive Department reception and front desk services; screen and direct calls and/or emails • Provide high-quality customer service to staff, council members, vendors, and the public • Provide administrative support to their direct manager and department • Calendaring and scheduling, including meetings and event timelines • Perform clerical duties such as filing, records management, maintaining documentation and organize and maintain the supply and conference rooms • Order office and event-related supplies • Assist with special projects and perform other administrative tasks as assigned; develop, update, maintain and retrieve data from spreadsheets, database programs and/or other sources • Enter invoices and contracts into the appropriate systems • Perform basic reconciliations and expense reporting using the department’s expense reporting app • Track purchases, expenses, and event-related costs to ensure accurate reporting • Maintain electronic and paper-based information, directories and filing systems including monitoring departmental updates, changes, deadlines and pertinent expiration dates • Utilize and maintain departmental management systems which include verifying data entry for accuracy, managing customer service requests, generating reports and tracking resources • Review and ensure work products for accuracy and completion; provide accurate and confidential data entry and data retrieval. • Organize and update information on Department SharePoint sites • Create, update and maintain spreadsheets, documents and invoices ensuring accuracy and compliance to applicable rules and regulations • Manage and/or coordinate public records requests, records filing and archiving • Receive and distribute mail; arrange for mail pickup/drop off • Respond to questions regarding departmental events and procedures; provide guidance and direction to others as it pertains to these events and/or procedures. Event Support • Coordinate food ordering for the Executive department meetings and council events, including vendor communication and order placement • Pick up food in person when required and manage delivery coordination, arrangements, and logistics • Requires flexibility to work evenings and weekends as needed. Locations may be on the Redmond Municipal Campus or in the Redmond area. The work schedule will be adjusted to adhere to the maximum hours per week. • Provide on-site event support for council and department events; set up, food, materials, on-site support before, during, and breakdown – while tracking duties and working closely with the Legislative Coordinator. Knowledge, Skills and Abilities Knowledge of and Skills in • Knowledge of office practices, methods and procedures • Knowledge and skills in using a variety of MS Office products; including proficiency Outlook, Word, Excel, OneNote, and Teams • Knowledge of Concur, D365, and Granicus is a plus • Excellent Customer Service, Internal and External Abilities to • Ability to effectively use word processing, database and spreadsheet software application programs in the course of assigned duties • Ability to learn new computer programs as necessary • Ability to meet tight deadlines • Ability to understand and follow broad and complex instructions • Ability to exercise considerable judgment and initiative • Ability to handle sensitive and confidential matters and situations • Ability to perform a variety of independent research and analysis • Ability to establish positive working relationships • Ability to maintain confidential information and records • Ability to communicate clearly and effectively • Ability to operate various office equipment including fax, copier, printer etc. • Ability to prepare a variety of interoffice communications, correspondence, ordinances, forms, statistics and reports of a routine or special nature • Ability to prioritize and appropriately schedule assignments or tasks to meet established deadlines • Ability to multi-task and be flexible QUALIFICATIONS Education and experience: • High School diploma or G.E.D • Two years of progressively responsible office and administrative support experience Other This class description describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, and skills required of the job. Please review the Administrative Assistant (Supplemental) SNR job description for more information about the knowledge, skills, abilities, working conditions, and physical requirements. BENEFITS This is a supplemental, non-benefitted position