Administrative Secretary 1

The City of Renton is recruiting for an experienced office professional to join our Finance department. In the Administrative Secretary 1 position you will support the Finance Department in a variety of ways and will coordinate and work with Department Administrators, Directors, Managers and teams to ensure smooth operations and daily functions. This position involves regular interaction with both internal and external customers, so it would be beneficial for the candidate to possess strong communication, customer service, and problem-solving skills, along with the ability to take initiative. Additionally, being organized is important, as the role requires multi-tasking and the ability to shift focus to meet deadlines effectively.

EDUCATION, EXPERIENCE, AND LICENSE REQUIREMENTS:

Minimum 3 years of increasingly responsible administrative support experience. Valid driver’s license. Successful passing of a required driving record check. Successful passing of a required background and credit check. Working for the City of Renton comes with an excellent benefits package, including: Deferred compensation with the City contributing 3% of the employee's salary. VEBA Plan with the City contributing 1% of the employee’s salary. Medical, dental, vision and life insurance at affordable rates. Paid leave for vacation, sick, eleven holidays and two "personal" holidays a year. State of Washington Department of Retirement Systems Public Employee Retirement Systems (PERS) plan enrollment NOTE: We have adopted an anonymous application process that prevents hiring managers from seeing personal identifiers during the initial application review, such as candidates' names, contact information, etc. For that reason, you will not have the ability to attach any documents to your application, including a cover letter or resume. You must thoroughly complete the applications’ education and work experience section in chronological order. You must also provide a thorough response to each of the Supplemental Questions. Please make sure to submit a complete, detailed, and updated job application as described above without any personal identifiers included. Failure to do so may result in elimination from further consideration.

ESSENTIAL FUNCTIONS:

Plan and perform complex administrative office coordination; relieve supervisor of technical, clerical, and administrative duties. Create, prepare, process, and track a variety of contracts, correspondence, memos, reports, and other materials; edit and proofread documents for proper grammar and formatting standards. May process high volume of invoices and payments. Provide a variety of administrative support to include coordinating mailings, following up with impacted public and other business partners, processing applications and paperwork, and responding to inquiries. Maintain information on a variety of databases, systems, displays and websites; provide reports as needed. Answer telephones and emails; provide information and assistance to City staff and the public; take messages or refer calls to appropriate staff member, other City department, or public agencies. Organize and coordinate office functions, activities, and communications; assure efficient workflow and office operations. Maintain complex and comprehensive financial records and files pertaining to departmental expenditures, budget balances, investments, payroll, and operations; prepare status reports, charts, and graphs as requested. Prepare a variety of financial and narrative reports, records, and documentation as necessary. Assist in budget projection, preparation, appropriation, and control. Assist with the processing of grant applications and maintain records of applications and other program information. Operate a variety of business and office machines including, but not limited to, computers, applicable software, copiers, and calculator. Assist with development of new and improved systems and procedures because of new policies or directives or routine research and analysis; assist with implementation after securing approval. Provide excellent internal and external customer service; greet visitors, ascertain nature of business, and direct visitors to appropriate person. Train, schedule, and assign duties to clerical staff if appropriate; may supervise and evaluate the performance of assigned personnel; facilitate the accurate flow of information and work assignments. Attend a variety of meetings including staff, board, commission, and committee meetings and prepare meeting minutes as assigned. Attend and provide backup coverage as needed at city council meetings. May arrange travel schedule and reservations for staff. Assist in conducting a variety of studies involving programs, systems, operations, special needs, issues, or activities of an assigned department; research, analyze, and prepare recommendations or conclusions on assigned projects. Prepare and coordinate purchase of office supplies, equipment, and other expenditures. Provide staff support and administrative assistance to boards, commissions, and committees; prepare reports, agendas, correspondence, meeting minutes, and other materials as appropriate and according to decisions and approved actions. Prepare information on a variety of topics for dissemination to the public through the media, presentations, community meetings, and City literature; coordinate efforts with City departments, government agencies, and vendors. Participate on a variety of City committees, study groups, and task forces. Develop and prepare specifications for departmental projects, contracts, purchases, and equipment; research, prepare, and administer grants. Assist with public records requests under the direction of supervisor. Contribute to an environment of teamwork and respect. Foster a culture of equity and inclusion by recognizing the diverse needs and perspectives of groups and individuals. Participate in and help provide cross-training in processes as directed by management to ensure a well-rounded team for coverage purposes. Remain current with relevant technological advancements as it relates to field. Maintain regular, reliable, and punctual attendance. Perform other duties as assigned. May be assigned to support City priorities during emergencies.

PHYSICAL DEMANDS:

Move throughout City facilities and buildings. Some positions may require driving to offsite locations to perform essential functions. Operate a computer and other office equipment. Communicate with City employees and residents.

WORK ENVIRONMENT:

Work is performed in an office environment. Noise level in the office is moderately quiet. Work evening and/or weekend hours as needed. Night meetings may be required. Approved reasonable accommodation requests will be made to enable individuals with disabilities to perform the essential functions of the job. #J-18808-Ljbffr City of Renton