Engineering Administrative Assistant

Position Details

YOU MUST SUBMIT A COMPLETED APPLICATION BY 11:59PM ON FRIDAY, JANUARY 24, 2025 TO BE CONSIDERED FOR THIS POSITION.

NOTE:This position is eligible for a flexible work schedule upon approval by the Director as follows: a 9-80 flexible work schedule with an extra day off every other week or Monday through Friday.

The City of Auburn's Public Works Department is seeking anAdministrative Assistant.This position performs advanced clerical and administrative work in support of the Director of Public Works and the Engineering Service Division of the Department involving a broad range of organizational duties.

A successful candidate willhave

• Organizational Skills
• Word Processing skills
• The ability to proof read, correct and format documents for production.
• Strong skills in Microsoft Word, Excel, PowerPoint, Outlook and Teams
• Knowledge and solid skills with SharePoint
• The ability to understand budgets and financial systems as it relates to processing payments and creating purchase orders
• Experience with the development of agendas and minutes for public meetings and the running of a public meeting under the Open Public Meetings Act
  
  

Primary Duties

In this job you will...

• Act as personal and confidential administrative assistant to the Director of Public Works.
• Prepare written communication including, but not limited to, correspondence, reports, forms, fliers, and manuals; enters and retrieves data; creates spreadsheets, presentations, brochures, graphics, and marketing materials as assigned; proofreads, formats, and acts as a liaison during the processing of certain documents.
• Oversee the department's extensive records management system; archives files both hard copy and electronic, maintains the electronic document archive for the department, maintains electronic metadata of electronically archived files, tracks file locations, and scheduled dates for destruction; files and retrieves records from the Department records and City archives; coordinates the department's archiving requirements with the City Clerk's Office; assists with and coordinates the collection of documents in response to public records requests as assigned; stays up to date with, and maintains, the retention schedules for all departmental documents.
• Oversee the organizational structure of the department's electronic drives to ensure records are maintained.
• Enter Purchase "P" Card transactions, invoices, and requisitions, and process purchase orders for charges made to capital projects, workshop registration, and travel.
• Coordinate the department's City Council agenda items including tracking and coordinating agenda items for the department, formatting items, maintaining template documents, entering items in agenda management software, and coordinating and communicating with the City Clerk's Office.
• Act as the Board Secretary for the Transportation Advisory Board by preparing agendas, taking minutes, organizing and scheduling meetings, distributing agendas and documents, maintaining template documents, entering items in agenda management software, and general support of the Board and City Staff liaison with the Board.
• Provide support and assistance in the obtaining translation services for creation of translated departmental documents and publications and coordinates in-person or virtual translation services for departmental staff with resources through multimedia; may assist staff with determination of languages needed for a project or event using a GIS tool.
• Process, routes, and tracks a variety of agreements and documents for execution.
• Work courteously and effectively with public officials, citizens, developers, supervisors, and other employees in person, virtually, and over the telephone; assists them with a wide variety of information pertaining to the City and department.
• Communicate effectively both orally and in writing.
  
  

While these duties will be the primary focus of this job, pleaseCLICK HEREto view the full job description.

Minimum Qualifications

We are looking for candidates that have

• Graduated from high school or equivalent
  
  

AND

• Three (3) years of related work experience in an administrative support role.
• Strong skills in Microsoft Word, Excel (including charts and graphs), PowerPoint, and Outlook is required.
  
  

AND

• The employee is required to possess, and maintain, a Notary Public License issued by the State of Washington within six months of employment.
  
  

We would love if you have...

• Relevant vocational or college classes and previous experience in a public works setting
• Skill in programs or programs similar to Bluebeam, Laserfiche, Agenda Management software, Finance software, and web management software.
  
  

Additional Information

Why choose the City of Auburn?

• Competitivesalary with scheduled step increases on an annual basis
• Excellentmedical, 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
• Front-loaded WA Paid Sick Leave with additional sick leave accruals each pay period
• 2 paid floating holidays of your choice per year
• VEBA (tax-freehealth 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:

https://www.auburnwa.gov/city_hall/employment_human_resources/benefits

About The City Of Auburn

The City of Auburn was incorporated in 1891, and has since bloomed into a perfect place to live, visit, explore, and play. With over 29.8 square miles of land, two rivers, and two counties, Auburn is home to about 90,000 residents, and thousands of businesses - ranging from manufacturing to retail.

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

Team Auburn values diverse perspectives and 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 Auburninitiative, Please Visit

https://www.auburnwa.gov/InclusiveAuburn

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 orhumanresources@auburnwa.gov.

Selection procedure

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.

Communication from the City of Auburn

We primarily communicate via email during the recruitment process. Emails 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 email folders.

Contact information

If you have any questions, please contact Chardae Gillespie, HR Coordinator, by email atcgillespie@auburnwa.govby phone at 253-285-7910.