City of Shoreline, WA

Compensation

Full Description

GENERAL SUMMARY Shoreline is an inclusive City that endeavors to build a work culture which embraces diversity, encourages participation, and promotes equity. Shoreline is looking for a confident and resourceful Administrative Assistant II to join the Planning and Community Development Department. This position supports the Department with coordinating legal notices for development applications; editing and creating web content and informational fliers; using software such as InDesign to edit documents and graphics; supporting public meetings and community engagement events; and assists with tasks and coverage for the other two administrative assistants in the department. This position will be managed by the Planning and Community Development Director. The successful candidate will be organized, enjoy learning and being part of a team that values continuous improvement, and is able to pivot to new assignments. Shoreline is going through an exciting period of growth and development largely spurred by the extension of light rail through the City. The Planning and Community Development department gets to play a vital role in support of the City's vision for the future and leads long-range planning, and coordinates reviews, processes, and inspects building permits. DEFINITION To perform a wide variety of responsible and complex administrative duties in support of an assigned department; to provide information and assistance to the public regarding departmental policies and procedures; and to perform a variety of tasks relative to assigned area of responsibility. SUPERVISION RECEIVED Receives general supervision from assigned Manager. EXAMPLES OF DUTIES Essential Functions: • Maintain department applications, forms and handouts for specialized department programs and permits; respond to and resolve complaints and requests for information on regulations and procedures related to assigned responsibilities. • Perform select tasks such as accurate data entry related to processing permit applications and inspection requests utilizing the permit tracking software. • Providing back up support for the Permit Service Desk that provides the majority of in person, phone and email customer facing services in PCD; assist public in answering questions relative to permit services and procedures within scope of knowledge and authority. • Provide administrative support to the City Planning team for public-facing projects (e.g., Comprehensive Plan and Development Code amendments requiring processing of legal notices and support with community engagement events). • Create and post content for the department’s website and SharePoint. • Create, edit, and distribute informational, educational, and marketing material related to department’s services. • Develop and improve clerical procedures, routines and record keeping systems for all divisions. • Provide notary public services. • Research and respond to citizen and staff requests for public records and information, including public disclosure requests, archive records under the guidance of the Department’s Records Liaison. • Schedule and arrange for meetings and appointments in coordination with the public, customers, and department staff; conduct research and prepare documentation, meeting agendas, note taking; attend meetings, as required. • Assist with monitoring department email account, coordinating department schedules, and making travel arrangements or registering for conferences as needed. • Maintain and efficiently organize inventory of office supplies; obtain estimates for ordering purposes; order supplies as needed. • Maintain follow-up system on reports or other matters requiring action on a periodic basis. • Gather, select, and compile data from various sources and prepare summary reports as required. • Perform various accounting duties such as maintenance of records of receipts, create and track invoices, reconcile credit card statements and assist with resolution of payment-related issues or questions. Marginal Functions: • Serve as a City representative on various community and event committees; plan and participate in special events as required. • Perform related duties and responsibilities as required. QUALIFICATIONS Knowledge of: • Department operations, programs, functions, and terminology. • Applicable computer software applications. • Methods and techniques of customer service • Notary public laws and rules. • Principles and procedures of record keeping. • Methods and techniques of research. • Basic principles of Public Records Act. • Basic mathematical principles. Ability to: • Participate and work effectively in an organization committed to advancing principles and practices of equity and anti-racism. • Provide in person, phone, and virtual customer service. • Use permitting software, MS Suite including SharePoint, Adobe Pro and InDesign. • Interpret and explain department policies and procedures. • Resolve routine and non-routine issues and questions. • Maintain complex specialized records. • Create material for marketing and educational purposes. • Work well as a contributing member of a team. • Plan, organize and schedule work assignments to meet deadlines. • Work with continual interruptions. • Multitask and prioritize tasks. • Research and gather information. • Communicate clearly and effectively, both orally and in writing. • Establish and maintain effective working relationships with those contacted in the course of work Experience and Training Guidelines Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Three years of responsible administrative support experience involving direct customer service and information/data processing. Training: Equivalent to the completion of the twelfth grade supplemented by college level course work in public administration, communications or a related field. Certification: Notary public commission, or ability to obtain one within 3 months of employment SUPPLEMENTAL INFORMATION The City's mission is to fulfill the community’s vision through highly valued public service. Our employees work relentlessly to achieve organizational goals while embracing the City’s values. City Mission, Values, and Goals. Environmental Conditions: Office environment; exposure to computer screens; extensive contact with the public. Application Process: To demonstrate skills and interest, please complete the application and provide answers to the Supplemental Questions which will help us determine your qualifications for the job.(This application does NOT allow for attachments.) Conditions Of Employment: • All candidates will be required to establish employment authorization and identity at the time of hire. The City is not able to sponsor work visas. • Prior to the start of employment, this position requires: • The successful completion of a skills assessment of the various Microsoft Office Suite programs that are required for this role. • A successful completion of reference checks, including at least one prior supervisor. Remote Work Eligibility: This position is eligible for remote work. The City’s remote work policy, Employees Working Remotely, requires staff in positions eligible for remote work to work onsite a minimum of four days per pay period (every two weeks), the schedule will be mutually agreed upon with the supervisor. During the 6-month orientation period of employment it is expected that all work will be performed at the assigned City’s location. Full-time remote work is not an option. Once hired, employees must reside in the State of Washington. Recruitment Timeline: • Review of applications: March 4 • Tentative Phone interviews (if needed): Week of March 9 • Skills Assessment: Week of March 16 • Tentative Panel interviews: Week of March 23 • Reference checks: First week of April • Targeted start date: Fourth week of April Applicants with disabilities who require assistance with the application or interview process will be accommodated to the extent reasonably possible. To request an accommodation, please call (206) 801-2243.