Administrative Specialist

Administrative Specialist

This position provides executive, director, and departmental support. Independently performs a wide variety of office procedures, executive support, and administrative duties, compose and type reports, prepare meeting materials, public information materials and correspondence. This position requires regular attendance at City Council meetings and other public meetings scheduled by the City Council.

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Provide customer service with internal and external stakeholders.
• Maintain excellent public relations through communications with the public, other departments, and agencies.
• Respond courteously to inquiries, provide information within scope of responsibility and refer calls as appropriate.
• Provide City Council support but not limited to; planning, set-up, coordinating, organizing agenda items and supplemental documentation, creating and maintaining meeting minutes, maintaining official records, publishing agendas, and organizing of City Council meetings and workshops. Indexing and filing Resolutions, Ordinances, contracts, and other official documents.
• Perform executive support and associated office procedures and handle a broad scope of proprietary and confidential information.
• Perform administrative tasks including but not limited to; notetaking, record-keeping, preparing agendas, creating and maintaining filing systems, preparing City correspondence and documents, maintaining records, coordinate and support leadership and conference room meeting needs, calendar, and appointment management, manage supply orders and invoice management.
• Coordinate travel, accommodation and conference or other bookings.
• Operate and maintain record retention and data retrieval systems.
• Maintain and update City website and SharePoint, as needed.
• Perform other duties as assigned.

Peripheral functions may include:

• Arrange reservations for conferences, transportation, and lodging.
• Provide pertinent information and services to the public.
• Coordinate schedule for City Hall room reservations and facilitate accommodations for room use.

Skills, knowledge and abilities:

• Dependability, professionalism, and self-motivation.
• Ability to use tact, discretion and diplomacy, when interacting with the public, employees and officials.
• Ability to maintain confidentiality of information, including personnel records, correspondence, and other related matters.
• Ability to effectively apply written and oral English language skills at a professional/technical level. Must have sound knowledge and ability in business correspondence, ability to proofread for grammar, spelling, and punctuation with a high degree of accuracy.
• Highly organized, efficient, and able to successfully maintain multiple projects and schedules.
• Use of a Windows based PC with Microsoft Office Suite (Word, Excel, Access, Power Point).
• Ability to work independently and to set priorities within established guidelines.
• Excellent written and verbal communication skills.

Education and experience:

• High School Diploma required.
• AA degree preferred.
• Customer service experience required.
• Minimum of five (5) years administrative experience including: general office customer service, administrative, or any equivalent combination of education and experience which provides the skills, knowledge, and ability to perform the functions of the position.
• Must possess a valid Washington State driver's license.

Preferred experience:

• Website maintenance.
• Executive support.
• 1 year project management.
• Experience in public sector a plus.

Working conditions:

Work is generally completed on a regularly scheduled basis; forty (40) hours per week. Work schedules may require working a flexible schedule to include evenings and weekends, and may require attendance at meetings, workshops, conferences, and other assignments.

Physical requirements:

• Sit and use hands to handle or feel objects, tools, or controls.
• Stand, walk, reach with hands and arms; stoop, kneel, crouch, or crawl.
• Vision abilities include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Must be able to lift up to thirty (30) pounds.
• Clarity of speech and hearing or other communication capabilities, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person.
• Manual dexterity, which permits the employee to use computers and other office equipment.
• Personal mobility, flexibility, and physical reflexes, which permits the employee to drive to various locations.

The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak workload periods or otherwise to balance the workload.

Application process:

To apply for the position you are required to submit a cover letter, resume, and completed City of Burlington Application for Employment.

Complete application packets must be submitted in a sealed envelope via mail, in-person to Burlington City Hall, or emailed to View email address on click.appcast.io. Please specify the job title that you are applying for in the email subject line.

Applications must be received no later than 5pm Monday, August 10, 2026 for consideration.

The City of Burlington is an Equal Opportunity Employer.

City of Burlington

833 S. Spruce Street, Burlington, WA 98233

View phone number on click.appcast.io