City of Burien
  • Burien, WA, USA
  • $28.15 to $34.21 DOE
  • Hourly
  • Full Time

Excellent Benefit Package, PERS Retirement Plan, 401a Social Security Replacement Fund, 12 Paid Holidays and much more.


The City anticipates the need to fill 3 Administrative Assistant positions in the following departments: Public Works, Community Development and Parks, Recreation and Cultural Services. The new hires will be assigned to a specific area based on department needs and employee qualifications and experience.

The first review of applications is anticipated to be May 3rd. Interested candidates are encouraged to apply early.

General Position Summary

Performs advanced clerical work coordinating and ensuring the efficient professional provision of administrative support for a major city department or function.

Essential Functions

  • Maintain extensive knowledge of departmental operations, projects, policies, procedures, systems, and staff assignments.
  • Research, collect, analyze, compile, proofread and/or present data and information on a variety of departmental areas to internal and external customers, including coordinating efforts with other city departments and government agencies.
  • Interact with contacts in person or on the phone, receive complaints and requests, provide information on department codes, regulations, activities, policies and procedures, provide forms and refer individuals to other staff, departments or external agencies as necessary.
  • Exercises initiative and independent judgment, and critical thinking in performing administrative duties to provide support, resolve problems, analyze data, make decisions, and track department issues.
  • Develop proper report and correspondence layout, grammatical composition and ensure the inclusion of all pertinent information from sources; initiate routine correspondence, reports and records, develop clerical procedures, routines and recordkeeping systems.
  • Maintain a follow-up tracking system for matters requiring action on a periodic basis.
  • Compose and prepare reports, statistical data, correspondence, and other documents, including but not limited to minutes, agendas, and legal notices.
  • Prepare and submit purchase orders and invoices for payment.
  • Track project and departmental expenditures.
  • Assist with resolution of payment-related issues or questions.
  • Perform administrative tasks related to contracts including drafting, routing, coordinating, tracking and supporting staff with advertising, bidding, contracting, and compliance.
  • Review specific programs, operations, issues or activities of the department and recommend and implement improvements to office coordination and systems.
  • Create, maintain and update computer database files for a variety of department uses; input information and produce reports.
  • Maintain up-to-date department information on the City's website.
  • Maintain a high level of quality customer service to the staff, public, contractors and other agencies, ensuring effective communication of operational information.
  • Manage special projects and assignments covering a wide variety of subjects requiring advanced knowledge of procedures and policies of the assigned department.
  • Prepare rooms for meetings.
  • Schedule appointments, conferences or class registrations, and arrange for department travel, lodging, and transportation as needed.
  • Order and obtain supplies and conduct inventories of supplies.
  • Perform mailing activities, apply and record postage, sort, bundle, and deliver mail and organize bulk mailings.
  • Responsible for serving as record coordinator for assigned department; maintaining essential records according to the State record retention schedule and investigating and responding to public disclosure requests related to the department as requested.

Position Specific Responsibilities

Administrative Assistant Department-specific duties may also include:

  • Administrative Services: Receive, process, and respond to requests for public records in compliance with the PRA, RCW 42.56; maintain public records request tracking system to monitor timely review and response from departments; review responsive records for exempt information and apply redaction prior to release; prepare and maintain appropriate redaction and exemption logs; review email archives for email communication responsive to requests; responsible for providing assistance with human resources functions as needed or assigned, serves as co-chair of the wellness committee; and providing primary back-up support to the Front Desk staff.
  • Community Development: Responsible for serving as record coordinator for the department; maintaining essential records according to the State record retention schedule; investigating and responding to public disclosure requests; preparing invoices and maintaining certain contracts; answering customer service calls; serving as clerk to the hearing examiner; facilitating certain permitting processes; and providing staff support to Planning Commission.
  • Parks, Recreation, and Cultural Services: May be responsible for preparing and reviewing grant applications; submitting grant reimbursements; receipting financial transactions; reconciling daily financial reports; preparing daily deposit; entering invoices, receipts, and contracts into the financial maintenance system; conducting or coordinating inventories of assets for financial tracking; maintaining the petty cash fund; performing class and facility reservations; preparing ongoing rental agreements, invoicing and payments; being proficient in several software programs such as Munis, Perfect Mind, Zoom, Teams, and/or Cityworks; providing staff support to Boards and Commissions; serving as records coordinator for the department; maintaining essential records according to the State record retention schedule and investigating and responding to public disclosure requests; providing customer service support at the front desk; and answering customer service emails and phone calls.
  • Public Works: Responsible for preparing and reviewing grant applications; submitting grant reimbursements; performing right-of-way permit intake with an initial review of materials; administering ROW (Right of Way) security process, and issuance of ROW permits; creating service requests; serving as records coordinator for the department; maintaining essential records according to the State record retention schedule; and investigating and responding to public disclosure requests.

Education and/or Experience

Graduation from high school or equivalent and five years of progressively responsible administrative experience OR any combination of education and experience that would fulfill the requirements of the position. Experience supporting a director or manager is highly desirable. Experience working for a municipal organization preferable.

Special Requirements

  • Valid Washington State Driver's license with satisfactory driving record.
  • Successful completion of pre-employment background check.
Full Job Description
City of Burien
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