Administrative Assistant III

Salary : $37.33 - $47.31 Hourly

Location : Shoreline, WA

Job Type : Full-Time Regular

Remote Employment : Flexible / Hybrid

Job Number : 2025-00005

Department : Public Works

Opening Date : 02 / 07 / 2025

Closing Date : 3 / 2 / 2025 11 : 59 PM Pacific

FLSA : Non-Exempt

Bargaining Unit : N / A

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 an energetic, innovative, self-starter to join the Public Works Department. The Public Works Department is Accredited through the American Public Works Association and is committed to best practices and continuous improvement in the delivery of services to the Shoreline community. This person will be the lead administrative role that supports the director and the department working independently and as part of a team.

The Administrative Assistant III in the Department is responsible for providing highly complex, administrative, and technical support to the department Director and higher-level management staff. This includes a wide range of tasks from records management, to meeting support (scheduling, agenda preparation, notes and minutes keeping and distribution), to drafting and editing official city correspondence, coordination and tracking of multiple complex projects, project management support, research, data collection and analysis on special assignments and projects. Performs staff assistance to complex projects and programs pertaining to the Public Works Department including organization, operation, budgeting and procurement.

DISTINGUISHING CHARACTERISTICS

This is the advanced journey level class in the Administrative Assistant series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees perform the most difficult and responsible types of duties assigned to classes within this series including the provision of complex administrative support to a department director and / or governing boards. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from higher level management staff or department director.

EXAMPLES OF DUTIES

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS Essential and other important responsibilities and duties may include, but are not limited to, the following :

Essential Functions :

• Perform specialized technical administrative and office manager duties in support of an assigned department director and or governing board; research and respond to citizen and staff requests and provide detailed information within area of assignment.
• Serve as record coordinator of the assigned department; maintain essential records and investigate and respond to public disclosure requests. Keep, maintain and file records and documents electronically or in paper format.
• Collect, select, classify and compile data from multiple sources and perform basic analysis and data management; create graphs, tables and other illustrative materials; prepare and copy summary reports as required. Maintain follow-up system on reports or other matters requiring action on a periodic basis. Enter data and run reports in a variety of City software tools and systems.
• Support the development and tracking of the Department budget and workplan.
• Compose, create and proofread a variety of correspondence, memos, meeting agendas and minutes, reports, budgets, proposals, flowcharts, tables, flyers, promotional materialsDevelop proper report and correspondence layout, arrangement, grammatical composition and ensure the inclusion of all pertinent information from sources; initiate routine correspondence, reports and records.
• Schedule and arrange for meetings and appointments in coordination with the public and department representatives; prepare and distribute agenda information. Prepare and / or manage meeting minutes, notes or other documentation.
• Supporting the on-boarding, orientation and off-boarding of Department employees including providing training of standard Department practices.
• Provide mentorship, coordination and guidance of other administrative staff within the Department. Organize and develop administrative procedures, routines and record keeping systems.
• Interacts with the public, consultants and elected officials including Receive and direct visitors and telephone calls; provide program information, respond to inquiries and provide referrals to appropriate staff. Oversee the general department email account and the citizen response process.
• Coordinate department schedules; maintain and update department calendars; coordinate activities and details for department meetings, retreats, travel arrangements, training registration and attendance for conferences.
• Represent the Department and / or serve as a liaison in support of a variety of Citywide functions or coordination with other Departments.
• Create and support the routing and tracking of contracts, agreements and other projects or plans.
• Create, maintain and update department pages on City website and department and project information on the internal City Sharepoint site.
• Maintain inventory of office supplies; obtain estimates for ordering purposes; order supplies as needed. Monitor and track budgets for office supplies and small equipment. Process invoices for payment and reconcile department credit card.
• Place and track work orders and service requests in the maintenance management system.
• Perform mailing activities; send and receive mail; prepare shipments and administer account.

Marginal Functions :

QUALIFICATIONS

Knowledge of :

Ability to :

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 :

Four years of increasingly responsible administrative support experience.

Training :

Equivalent to the completion of the twelfth grade supplemented by college level course work in public administration, communications or a related field.

Note : Support of some governing boards may require attendance at evening meetings.

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

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 :

Environmental Conditions :

Office environment; exposure to computer screens; extensive contact with the public.

Employees Working Remotely :

The City has implemented a remote work policy that allows staff to work up to three remote days a week, however during the 6-month probationary period it is expected that all work will be performed at City Hall. Full-time remote work is not an option. Once hired, employees must reside in the State of Washington.

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.

All benefit allocations are pro-rated for part-time regular staff.

Each full-time regular employee receives Tier I allotment per month to buy benefits for themselves and family members, including domestic partners. If the employee does not use the entire allotment, the remaining amount goes into a deferred compensation (457) plan. If the cost is greater than Tier I allotment, the employee moves to Tier II allotment and is able to receive an additional contribution from the City of up to a current year total amount. For details, please check

Mandatory coverage includes Life Insurance, Long Term Disability, PERS (State retirement) and 401a social security replacement.

Coverage includes Regence, Kaiser, Delta Dental, Willamette Dental, Vision, Flexible Spending Accounts for medical and / or childcare costs, Employee Assistance Program and Supplemental Life Insurance.

We also provide free ORCA passes. Eleven holidays are observed along with two personal days are provided each year. Additional three management days are included for exempt employees. Vacation starts at 11 days per year. Sick leave is accrued at 8 hours for remote work eligible positions. Positions not eligible for remote work sick leave is accrued at 10 hours per month.

Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. This includes failing to provide detailed work history and responses of "see application". Do you agree to answer each supplemental question truthfully and understand that your responses will be verified from information included within the application?

How many years of increasingly responsible administrative support do you possess?

Describe a time where you have supported a Director / Leader of a Department that included providing support across the Department. What made it challenging and how were you successful in managing the needs and requests? (limit 250 words)

Please rate your level of proficiency with Microsoft Office Excel (or similar tool).

Please rate your level of proficiency with Microsoft Office PowerPoint.

Please rate your level of proficiency with Microsoft Office Word.

Please rate your level of proficiency with Microsoft SharePoint.

Please rate your level of proficiency with Microsoft Office Outlook.

If you have used Cityworks or other maintenance management software, please describe your experience. Your application must demonstrate this experience. If you don't have that experience, type N / A.

Acknowledgement of requirements : The City of Shoreline application must be completed (including education & employment history). I acknowledge that if my application is incomplete, the City of Shoreline may not consider me for this position.

Required Question

Salary : $37 - $47