Administrative Specialist - Administrative Services

Summary

Are you a skilled administrative professional who is passionate about customer service? Join the Administrative Services Department, where your work directly supports the City’s mission to enhance lives through public service. The Administrative Specialist position offers a dynamic work environment supporting multiple divisions, including Facilities, Fleet, Information Technology, Communications, and Emergency Management. This role encompasses a wide range of administrative operations, from contract management to requisitions, invoice processing, reporting, and records management. Work is performed independently and with minimal guidance; considerable judgement is needed to determine and evaluate facts, formulate interpretations, and make decisions.

Work Schedule
Monday - Friday 7am - 3:30pm

This position offers a hybrid work environment with a combination of in-office and telework days.

EQUITY STATEMENT
The City of Issaquah strives to be a diverse workforce that is representative of the community we serve. We value a variety of perspectives and life experiences and encourage people of all backgrounds to apply. Applicants are considered for employment without regard to race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, age, disability, veteran status, genetic information, or any other protected status under federal, state and local laws. We believe diversity and inclusion among our teammates is critical to the success of our City operations.

Essential Functions

• Coordinates vendor and contract negotiations; tracks and monitors contracts and payments.
• Issues and prepares contracts, purchase orders and invoices, collects receipts and tracks payments.
• Reviews and evaluates required program or department documents for completeness, processes documents according to guidelines.
• Assists managers and supervisors with special projects; may gather and compile information or data.
• Performs specialized administrative support functions in support of department or program activities.
• May supervise and manage various phases of a program, service, or an administrative function.
• Research, analyzes and makes recommendations regarding operational and procedural issues.
• Provides comprehensive administrative and operational support to department managers across multiple divisions
• Assists in the preparation of the budget; verifies the accuracy of budget information and monitors budget expenditures; tracks and monitors budget related expenditures and revenue.
• Collects and compiles statistical data on various subjects and other information for inclusion into special and periodic reports; researches and analyzes information, establishes reporting format, and prepares and distributes reports.
• May have responsibility for highly confidential and sensitive information, security clearance required in some assignments.
• Establishes and maintains filing systems; oversees management activities and processes in accordance with State law; responds to public records requests by researching, collecting, coordinating, and organizing and tracking the response.
• Prepares a variety of correspondence, memoranda, minutes, reports and other material, edits and proofs correspondence, reports, flyers and brochures.
• Arranges and schedules of meetings and conferences.
• Answers telephones, responds to questions and complaints, relays messages, and resolves problems; explains policies and procedures and greets the public.
• Collects and distributes mail.
• Maintains an adequate inventory of office supplies.
• Operates office equipment.

Qualifications

• Graduation from high school, or equivalency; and
• two (2) years of progressively responsible office and administrative support experience; or any equivalent combination of education, experience, and training that provides the required knowledge, skills and abilities.
• All applicants must be able to pass a Washington State Patrol background check.
• This position requires a valid Washington State Driver's License, with a driving record free from serious or frequent violations.

Knowledge, Skills & Abilities

Knowledge of:

• Modern office technology, enterprise business systems, and related software applications.
• Professional communication standards and etiquette, including written correspondence and verbal interactions.
• General knowledge of State requirements for public contracting and purchasing.
• Basic bookkeeping practices and procedures.
• Technical aspects of specialized administrative functions, i.e. records management, billing and procurement processing, bookkeeping, and inventory tracking.
• Record-keeping techniques.
• Administrative research methods and practices.
• Basic mathematics.

Skill in:

• Organizing and prioritizing work across multiple projects.
• Interpreting and applying policies, procedures, and regulations.
• Use of computers, computer applications, and software.
• Clear and effective verbal and written communication.

Ability to:

• Perform routine and specialized clerical and administrative duties.
• Maintain confidentiality and ethical standards.
• Analyze situations, make decisions, and adopt a course of action.
• Plan and organize work to meet schedules and timelines.
• Compose, proofread, and edit general and special correspondence and reports including letters memoranda, management reports, etc.
• Establish and maintain effective and cooperative working relationships with others.
• Assist with preparation and monitoring of budgets.
• Work independently with minimum direction.
• Read and comprehend business correspondence, policies, and procedures.
• Mathematical calculations, including financial analysis.
• Operate office equipment and learn office methods, rules, and policies.
• Maintain confidentiality of working information.
• Demonstrate software proficiency sufficiently to effectively perform job duties.

In recognition of the value its employees deliver to the organization, the City of Issaquah offers a generous compensation and benefits package, which includes 12 paid holidays and 2 paid personal holidays per year; vacation and sick leave; medical, dental, vision, and orthodontia insurance for employees and their eligible dependents; optional Flexible Spending Account; Employee Assistance Program; life and disability insurance; wellness program; education tuition reimbursement; deferred compensation options with matching contributions; and retirement benefits through the Washington State Retirement System. The City is a member of the Social Security System.