City of Sammamish

Compensation

Full Description

Ready to take the next step in your administrative career while making a meaningful impact in your community? The City of Sammamish is seeking a detail-oriented, customer-focused professional to join our team as an Office Assistant II. In this dynamic role, you’ll serve as a vital link between the City and the public—supporting daily operations within the Community Development Department while helping ensure City services are efficient, accessible, and responsive. Why Join Us? • Impactful Work: Offers a unique opportunity to make a significant impact in local government. • Professional Growth: Access to continuous learning opportunities and career advancement. • Comprehensive Benefits: Health, dental, and vision insurance, FSA, retirement plans, and generous paid time off (vacation and sick). • Collaborative Environment: Work with a dedicated and supportive team passionate about public service. • Work-Life Balance: Paid time off, including vacation, sick leave, and comp timeoptionas a commitment to your well-being; 14 paid holidays plus a floating holiday. Office Assistant II performs a variety of routine clerical and administrative activities for the City of Sammamish (City) involves supporting daily activities of Community Development or assigned staff, interacting frequently with, and providing information to the public, using designated systems to locate files and information, and generating and distributing correspondence and documents. In addition to cashiering and providing assistance in passport acceptance service and licensing programs, the Office Assistant II also supports the work of the Planning Commission.The essential functions listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned. • Opens and closes City Hall and the front desk. • Receives the public and answers questions; responds to inquiries from personnel, citizens, and others; refers to appropriate department/personnel as needed; provides support to residents with permit related scheduling. • Answers phones per established standards and protocols, provides information or routes calls to appropriate departments/personnel as required or necessary. • Performs cashiering tasks (taking cash, credit card, and check payments through different software systems) for permits and other City-related business. Records and reconciliates daily financial data. • Leads Passport Acceptance Services and answering passport related questions. • Provides pet and solicitor licensing services. • Performs a variety of clerical duties including typing, copying, scanning, collating, and filing documents and correspondence; search for and enters data into files, spreadsheets, and automated office systems; maintains and updates contact information and distribution lists (for digital and USPS distribution); performs simple math calculations and completes assigned forms and paperwork. • Receives mails, packages and shipments; sorts, opens, and/or distributes incoming and outgoing mail for personnel; inputs and updates information into designated manual and/or electronic correspondence logs; prepares outgoing mail. • Assists the Clerk’s Office in Public Records Requests and other tasks with scanning and preparing documents for storage and/or destruction, in accordance with mandated records retention laws. • Prepares council chambers and facilitates Planning Commission meetings in the evening of the first and third Thursday of each month; manages public comment before and during the Planning Commission Meeting. • Acts as point of contact for Planning Commissioners to answer questions or connect them with the correct resources; publishes meetings notices, agendas, and minutes to City website; drafting and publishing legal notices for public hearings; and keeping all Planning Commission calendars up to date. • Prepares meeting rooms, meeting packets and makes copies as assigned, takes meeting notes for department meetings. • Provides administrative support to all divisions within the Community Development Department, including back-up for the Special Project Assistant by assisting in purchasing supplies, renewing memberships, and booking training/travel for department staff. • Assists with intake for financial guarantees for the Special Project Assistant; also assists with research information and locating documents and records; provides accurate and timely follow up to assigned searches. • Maintains inventory of departmental supplies, materials, and equipment. • Operates a variety of office equipment in the performance of job activities including but not limited to, telephone and voicemail system, computers, printers, copiers, fax machine, microfilm equipment, digitizing equipment, and postage machine. • May learn and perform the work of higher-level personnel to ensure continuity of services and communication to public customers and internal activities. • Establishes and maintains effective working relationships with those interacted with during work regardless of race, color, religious creed, national origin, ancestry, sex, sexual orientation, gender identity, age, genetic information, disability, political affiliation, military service, or diverse cultural and linguistic backgrounds. SUPERVISION EXERCISED • This position has no supervisory responsibilities. MINIMUM QUALIFICATIONS High school diploma or GED; supplemented by up to two (2) years of office administrative or customer service experience, including cashiering or financial reconciliation, data entry activities and the use and maintenance of electronic file systems; or an equivalent combination of education, certification, training, and/or experience. Employees must be a U.S. Citizen and be able to provide supporting evidence. Additionally, they cannot be on parole, probation, or under indictment for any federal, state, or local felony or misdemeanor related to breach of trust or moral turpitude (i.e. embezzlement, document, fraud, drug offense, or dishonesty carrying out a responsibility involving public trust) and they must be free of any federal, state, or local felony convictions or misdemeanor convictions related to breach of trust or moral turpitude. Employees must be residents of Washington State. CERTIFICATIONS AND LICENSES Ability to complete Web-Based Training for Basic Passport Acceptance during the first 3 months of employment. Web-Based Training for Experienced Agents required annually. Preferred Qualifications Public notary. KNOWLEDGE OF • Knowledge of administrative procedures and systems such as word processing, managing files and records, and other office procedures and ability to review, compile, and organize forms, documents, and related records for efficient processing and ready retrieval. • Knowledge of principles and processes for providing high quality and efficient customer service. • Knowledge of Microsoft Office Suite and applicable department / organization specific software and ability to learn and become skilled in the use of other specialized software and online meeting platforms as may be required. • Knowledge of basic office machinery (copier, scanner, postage machine, multi-line phone systems, voicemail, etc.). SKILLS AND ABILITIES • Ability to maintain a customer service orientation and positive image of the city to the public, especially diverse communities, courteous and professional approach to exchanging information, adhere to strict confidentiality requirements. • Ability to communicate and understand information in English, both orally and in writing and to follow oral and written instructions and perform math calculations required for the work. • Ability to strong attention to details, especially the ability to perform cashier duties and other mathematic computations accurately. • Ability to multi-task in a fast-paced environment while dealing with stressful situations and frequent interruptions. • Ability to work independently and problem solve. • Ability to use a responsive and flexible handling of work assignments and prioritize work to complete assignments accurately and timely. • Ability to regularly attend work and arrive punctually for designated work schedule, including evening hours. Physical Requirements Depending on functional area of assignment, tasks involve the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). Tasks may involve extended periods of time at a keyboard or workstation and extended periods of time standing and/or walking. Environmental Requirements Tasks are regularly performed inside without exposure to adverse environmental conditions (e.g., dirt, fumes, temperature, weather, and noise extremes). Sensory Requirements Some tasks require manual dexterity, in addition to visual and hearing acuity. Some tasks may involve identifying and distinguishing colors. Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally and in writing.