City of SeaTac

Compensation

Full Description

Bring Your Organizational Talent to a Legal Department That Values Accountability, Collaboration, and Community The City of SeaTac is seeking a detail-oriented, highly organized Administrative Assistant 3 to support the Legal Department, including the City Attorney’s Office and City Clerk’s Office. This role helps keep the department running smoothly by coordinating administrative operations, managing public records, and assisting with City Council meeting preparation. Our team is guided by the City’s core values: accountability in our work and commitments, collaboration across departments, trustworthiness through transparency and consistency, social responsibility in how our decisions impact the community, and emotional intelligence in how we communicate and build relationships. The ideal candidate brings these values to their daily work while delivering excellent customer service to residents, staff, and elected officials. If you thrive in a fast-paced environment, enjoy working with public records and legal documentation, and take pride in delivering exceptional customer service, we encourage you to apply. • Provide high level complex administrative support and office coordination duties for the City Attorney, City Clerk, Deputy City Clerk, and members of the Legal Department. Maintain comprehensive knowledge of operations, projects, policies and procedures, systems and staff assignments. Coordinate and schedule appointments, meetings, and events as required for the department. E • Routine Public Records Requests: serve as point of contact; oversee on-site viewing of records; ensure timely responses and dissemination of requested records consistent with established City policies, codes and guidelines, state and federal laws and the Public Records Act. This includes researching records related to the City Clerk’s Office. E • Records Management: Inventory Records Center on a regular basis to ensure accuracy; assist with scheduled destruction and archiving of records which have met record retention requirement; upload records into the electronic content management (ECM) system; research City records and prior actions to support responding to requests from the public, staff, or Council; prepare routine reports and prepare charts and graphs summarizing activities. E • Council Meeting Support: provide support in the preparation of Council meeting materials and in the processing of documents associated with Council actions. E • Maintain logs and tracking systems for records management (including but not limited to PRR Tracking Spreadsheet and Master Agreement List), and Citizen Advisory Committees. E • Prepare 24-hour public notices and ensure that all public notices are published and posted as required. E • Assist in the contract bidding process and maintain bid files according to established procedures. E • Purchase supplies and equipment as needed according to established policies and procedures. Review invoices, purchase orders, travel vouchers and other transactions for completeness, compliance with established policies and procedures, and proper authorization. Identify and resolve problems before entering data and transactions into the accounting system. • Assist with budget activities as requested, including collecting data and preparing documents, financial records, and files. E • Maintain a high level of quality customer service to the public and employees; interact with visitors in-person and on the phone; provide information on City codes, regulations, activities, policies, and procedures within the scope of authority; provide forms and review for accuracy; and refer individuals to other staff and departments as necessary. E • Perform related duties as assigned. E To review the entire job description, including the full list of representative duties, click here. E denotes an essential function of the job • Three (3) years of records management experience required. Municipal experience preferred. OR • A combination of education, training and experience that provides the candidate with the knowledge, skills, and abilities to perform the job. • Valid Washington State driver's license. A three-year driving record abstract must be submitted prior to hire. KNOWLEDGE OF: • Public Records Act. • State Records Retention policies and requirements. • Modern office practices and procedures. SKILL IN: • Performing administrative support with speed and accuracy. • Reading, comprehending, and applying relevant laws, codes, regulations, policies and procedures specifically related to Public Records Requests and Records Management. • Performing accounting duties in the maintenance of assigned accounts. • Accurately maintaining records, files, and filing systems. ABILITY TO: • Research records and legal requirements. • Work both independently with minimal direction, and as a team player. • Work effectively on several projects concurrently. • Prioritize tasks with constant timelines. • Meet schedules and timelines. • Operate computer programs and office equipment used by the City.