Administrative Assistant 2 Community & Economic Development

Administrative Assistant 2

Under the direction of the Permit Center Manager, the Administrative Assistant 2 plays a key role in ensuring smooth operations for the Community & Economic Development Department. This position is more than just administrative support it's about being a trusted resource for our community and team. You'll help track code compliance activities, maintain accurate records, assist with notices and citations, and provide exceptional customer service at the permit counter and over the phone.

You'll also support community outreach efforts, coordinate office activities, and contribute to projects that make SeaTac a great place to live and work.

At the City of SeaTac, we live by our core values: Accountability, Collaboration, Trustworthiness, Social Responsibility, and Emotional Intelligence. In this role, you'll embody these values every day whether you're assisting residents, supporting staff, or helping implement programs that strengthen our community.

Representative Duties

All responsibilities listed under this section are considered essential functions of the job.

1. Plan and perform complex administrative support and office coordination duties; maintain a comprehensive knowledge of program operations, projects, policies and procedures, systems, and staff assignments.
2. Assist with notices and citations; track Code Compliance activities; maintain electronic records in permit tracking system in addition to paper files.
3. Research, collect, and tabulate data for department staff, and the public relating to Code Compliance and assist with carrying out community outreach activities. Prepare routine reports and charts and graphs on program activities.
4. Develop and maintain logs and tracking systems for an extensive filing and records keeping system, including databases and general files. Maintain tickler systems and follow-up with staff as necessary to ensure the completion of department goals and objectives.
5. Inspect reports, records, and other data for accuracy, completeness, and compliance with established standards. Assist with public records requests.
6. Compose, prepare, and type a variety of correspondence, memoranda, reports, including materials of a confidential nature; compose letters requesting or providing information concerning routine matters independently or from oral or written instructions; take notes quickly and accurately.
7. Participate as a team member on City committees, groups, or task forces, including committees that may review specific programs, operations, issues, or activities to recommend and implement improvements to City or office coordination, policies and procedures, and systems.
8. Perform customer service activities: answer telephone calls for the department; interact with visitors in-person; take messages and/or refer calls to appropriate person or department; schedule appointments and meetings; provide administrative support for department Council committees and commissions, provide information on City codes, regulations, and procedures to other staff and the public; explain programs and policies and procedures within the scope of authority; provide forms and review for accuracy and completeness.
9. Process purchase requisitions and orders; maintain adequate inventories of office supplies and equipment according to established guidelines. Assist with conference registrations and travel arrangements as needed.
10. Assist in the assembly of the department budget by collecting data and typing documents, financial records, and files.
11. Operate office equipment, machines, and computer software to establish, edit, and maintain documents, to create program brochures and graphic arts materials, and update website.
12. Assist and back up Administrative Assistant 3, as needed.
13. Perform related duties as assigned.

E denotes an essential function of the job

Required Education and Experience

• High School Diploma or GED. Two (2) years of office clerical experience with an emphasis on customer service required.
• Experience with word processing, spreadsheets, and database management
• OR
• A combination of education, training and experience that provides the candidate with the knowledge, skills, and abilities to perform the job.

Preferred

• College level coursework in business administration or related field preferred.
• Municipal experience preferred.

Knowledge of:

• Modern office practices, procedures, and equipment
• Alpha and numeric filing systems.
• Financial and statistical record-keeping techniques.
• Computer software, including Microsoft Office Suite and database management.
• Oral and written communications skills.
• Telephone techniques and etiquette.
• Effective usage of correct grammar, spelling, punctuation, and vocabulary.
• Applicable laws, codes, regulations, policies, and procedures.
• City and department organization, operations, policies, and objectives.

Skill in:

• Perform administrative support duties.
• Use of permit software.
• Word processing, spreadsheet, and database management.
• Learn to interpret, apply, and explain laws, codes, regulations, policies, and procedures.
• Learn department and program objectives and goals.
• Perform clerical accounting duties in the maintenance of assigned accounts.
• Communicate effectively both orally and in writing.
• Add, subtract, multiply, and divide quickly and accurately.
• Understand and work within scope of authority.
• Establish and maintain cooperative and effective working relationships with others.
• Meet schedules and timelines.
• Train and provide work direction to others as assigned.
• Operate computer systems and software used by the City.
• Maintain records, files, and filing systems.

Ability to:

• Use tact, patience, and courtesy.
• Research records and code requirements.
• Establish and maintain cooperative and effective working relationships with others.
• Work independently with little direction, and as a member of a team.
• Communicate effectively both orally and in writing.
• Work courteously and effectively with City officials, employees, and the public.
• Work effectively on several projects concurrently.
• Prioritize tasks with constant timelines.
• Meet schedules and timelines.

Licenses and Other Requirements

• Valid Washington State Driver's License required by date of appointment.
• A satisfactory three-year driving abstract record, submitted prior to hire.