What are the responsibilities and job description for the Administrative Specialist - M&O position at City of Auburn, WA?

Salary : $68,176.08 - $83,808.00 Annually

Location : Auburn, WA

Job Type : Full-Time

Department : Public Works

Opening Date : 02 / 05 / 2025

Closing Date : 2 / 23 / 2025 11 : 59 PM Pacific

FLSA : Non-Exempt

Bargaining Unit : UNAFFILIATED

Position Details

The City of Auburn Public Works - Maintenance & Operations is seeking an Administrative Specialist to join our team.

This position performs specialist work to support the Maintenance and Operations (M&O) Division with an emphasis on customer service, warranty processing for fleet, spreadsheets, filing, records management, and more technical responsibilities than the Office Assistant.

WORK SCHEDULE : On-site, 9 / 80 Schedule 6 : 00 a.m. to 3 : 30 p.m. with every other Friday off.

IDEAL CANDIDATE

Ability to utilize general ledger codes and process invoice and PCards
Strong customer service skills to assist internal and external customers at the front counter.
Coordinates administrative functions and constantly multitask with frequent interruptions.
Great attitude
Flexible

Primary Duties

PRIMARARY FOCUS : WARRANT PROCESSING & CUSTOMER SERVICE

In this role, you will :

Coordinate administrative functions for the M&O Division; constantly multitask andcomplete assigned tasks accurately and in a timely manner.

Use Cartegraph Software , an asset management program, for entering citizen requests, inventory reporting; assist other staff with questions; works with IT to test programs and assist in writing Standard Operating Procedures (SOPs) ; performs periodic audits of unassigned requests and tasks to ensure proper routing.

Coordinate City "surplus" efforts and prepare related documents for the surplus of City assets, including fleet vehicles and equipment; also coordinates the disposal and sale of Police Department evidence and seized items.

Greet citizens, vendors, and service / repair people at the front counter to provide direction to appropriate staff; assigns visitor badges; a nswers multiline telephone, two-way radios, and cell phones; and interfaces with internal and external customers.

Supply and properly code correct phase and task numbers and work orders as necessary for cost accounting purposes; timely processes requisitions, purchase orders and invoices; processes all division purchases on PCards, and distributes and reconciles petty cash.

While these duties may be a primary focus of this job, the full job description includes a more comprehensive list of responsibilities. Click Here to review the full job description.

Minimum Qualifications

WHAT WE'RE LOOKING FOR...

Graduation from high school, or equivalent; including or supplemented by courses in office procedures, bookkeeping, typing and word processing.

College level courses in accounting

Three (3) years of related work experience

a combination of education, training, and experience that would indicate successful completion of the above listed essential job responsibilities.

Additional Information

WHY CHOOSE THE CITY OF AUBURN?

Competitive salary

Excellent medical, dental, and vision plans with employee premiums paid by the City

Employer contributions to the State Retirement System pension plans

12 days of paid vacation per year

11 paid holidays per year

2 paid floating holidays of your choice per year

VEBA ( tax-free health savings account)

Optional Flexible Spending benefit plan

Deferred Compensation plan options

Employee Wellness Program

Employee Assistance Program

And more!

For more information about what benefits the City provides, please visit :

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

Team Auburn values diverse perspectives, life experiences, and welcomes applications from people who will help us consistently demonstrate the values of equity, respect, and partnership. The department encourages people of all backgrounds to apply, including Black, Indigenous, and people of color, immigrants, refugees, women, LGBTQ, people with disabilities, and veterans. Individuals interested in joining our team must be committed to racial, social, and economic equality for ALL people in our community.

The City of Auburn is an Equal Employment Opportunity (EEO) Employer. No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.

To learn more about the Inclusive Auburn initiative, please visit :

READY TO APPLY? If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, or would like to request accommodation or assistance in the application or assessment process, please contact the recruiter listed on this job announcement.

RECRUITMENT PROCESS

The City of Auburn is dedicated to building an inclusive, informed city, with opportunities for all. In alignment with that goal, the City has adopted an anonymous application process that prevents hiring managers from seeing personal identifiers, including names, addresses, and other similar information. This eliminates the possibility of unintentional or implicit bias during the initial screening of applications. For that reason, hiring managers will not be viewing any attachments to your application, including a cover letter or resume, during the initial screening.

Please make sure to submit a complete, detailed, and updated job application, and thoroughly answer the supplemental questions prior to the submission deadline! You must meet the minimum qualifications to move forward in the screening process.

Please note that if you are selected to move forward after an interview, a background check, driving abstract review, and reference check will be completed before an official job offer will be made.

COMMUNICATION FROM THE CITY OF AUBURN We primarily communicate via e-mail during the recruitment process. E-mails from auburnwa.gov and / or governmentjobs.com should be placed on your safe domain list to ensure you receive notifications in a timely manner. As a precaution, you may also want to check your junk e-mail folders.

CONTACT INFORMATION

If you have any questions, please contact Chardae Gillespie, HR Coordinator, at

Please visit our Employee Benefits webpage for details :

Thank you for your interest in joining Team Auburn!

Hiring managers will not be viewing any attachments to your application, including a cover letter or resume, during the initial screening. Please make sure to submit a complete, detailed, and updated job application. When applying for this position, you must thoroughly complete the sections of your application, and provide a thorough response to each of the supplemental questions. Failure to do so may result in elimination from further consideration. We do encourage you to upload a resume and / or cover letter as they can be reviewed after the first initial screening and have been invited to skills testing or interviewing.

Have you read and understood the information listed above?

Please indicate your highest level of education?

High School Diploma or equivalent

Associates Degree

Bachelors Degree

Masters Degree

Have you taken college level courses in accounting?

Indicate your number of years of related work experience. i.e. : Clerical (administrative, executive, office assistant experience)

No experience

Less than 1 year

1 - 2 years

2 - 3 years

3 - 4 years

4 - 5 years

5 - 6 years

6 - 7 years

7 - 8 years

More than 8 years

Please describe your administrative support experience.If you do not have this experience, please type N / A.

Please describe your experience with general ledger and journal entry activities and functions.If you do not have this experience, please type N / A.

Check all applicable interactions you have experienced with customers and / or the public :

Greet and direct customers or visitors to appropriate staff member.

Answer main phone line, assisting callers and / or directing them to appropriate staff.

No customer service experience.

Please describe your experience with warranty processing.If you do not have this experience, please type N / A.

Required Question

Salary : $68,176 - $83,808

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