Public Works Administrative Assistant - Part Time

The City of Sequim is seeking a detail-oriented and customer-focused Public Works Administrative Assistant to support the Public Works Administration, Engineering, and Field Staff. This role is responsible for facilitating communication, maintaining organized systems, and ensuring efficient departmental operations, all while providing exceptional service to both internal and external stakeholders. This is a part time position averaging 22 hours a week and is eligible for our full benefits package.  The work schedule for this position is weekday mornings, 4.5-hour shifts, 5 days per week.

• Customer Service and Reception
  1. Acts as the initial contact for the public and internal inquiries, offering courteous assistance and directing requests appropriately.
  2. Develops instruction packets and materials for the public.
  3. Serves as a liaison to support information flow between Public Works staff and outside stakeholders.
• Documentation and Records Management
  1. Maintains organized and accessible filing systems for both physical and electronic records.
  2. Responds to Public Records Requests as needed, in compliance with established procedures.
  3. Documents certifications and training for Public Works staff.
  4. Assists in the preparation of periodic reports to state, local, county and/or federal agencies.
• Administrative Coordination
  1. Drafts professional correspondence and assists with scheduling meetings.
  2. Assists with training and travel reservations.
  3. Assists department staff with purchasing processes, provides BARS coding on invoices, supports purchasing compliance requirements.
• General Support
  1. Distributes mail to departmental staff, prepares materials for distribution or mailing.
  2. Assists with filing, copying and preparation of meeting materials.
  3. Performs other administrative support duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

1. Knowledge and usage of correct English grammar, spelling, punctuation and vocabulary; ability to read, understand and follow written and verbal instructions;
2. Knowledge of up-to-date office procedures with ability to operate modern office equipment;
3. Knowledge of basic bookkeeping and accounting principles;
4. Knowledge of relevant City policies, procedures, codes and regulations impacting Public Works operations;
5. Knowledge of municipal government processes and the relationships between City departments and related agencies;
6. Ability to interact with a wide variety of people/personal styles in varying situations with tact, professional demeanor and diplomacy, demonstrating maturity and emotional stability;
7. Excellent customer service skills, with ability to work well under pressure with frequent interruptions while maintaining a sustained attention to detail and appropriate hospitality;
8. Thorough knowledge of and ability to use software applications and tools including Microsoft Office;
9. Ability to make decisions and problem-solve within the bounds of City procedures, policies, codes and expected quality of service;
10. Ability to keep commitments and adhere to deadlines;
11. Ability to work independently and collaboratively, demonstrating initiative and flexibility to meet organizational needs;
12. Willingnesstoassistothersintheaccomplishmentofdepartmentalworkprioritiesas opportunities present themselves;

MINIMUM REQUIREMENTS
High school diploma or GED is required. Intermediate computer skills in Microsoft Office Suite, excellent customer service skills, and driver’s license are required. Minimum of 2-4 years of administrative work experience in a professional office setting is highly desired. An equivalent combination of experience and training that provides the desired knowledge, skills and abilities may be considered.WORKING CONDITIONS
Duties are performed primarily in an office environment, with sitting and/or standing for long periods of time, using standard office equipment and personal computer. The noise level in the work environment is usually moderately quiet. May be required to deal with upset customers. This position typically requires movement around the office, reaching, pushing, grasping, finger dexterity, hearing, seeing and repetitive motions. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Salary : $25 - $30