Administrative Specialist I

Join Our Team in the City of Duvall!

Nestled in the picturesque Snoqualmie Valley, Duvall is known for its small-town charm, vibrant community spirit, and stunning natural surroundings. As the City continues to grow and focus on sustainable development, it remains committed to preserving its rural character while supporting a thriving, engaged community.

Due to an internal promotion, we are excited to open the opportunity for an organized, detail-oriented Administrative Assistant I to join our team. In this role within the City Clerk's office, you'll support City operations, assist residents, and help ensure daily activities run smoothly. From greeting visitors to coordinating with staff and managing essential records, your work will make a meaningful difference in our community.

If you enjoy collaboration, take pride in excellent customer service, and want to contribute to a City that values community, quality of life, and internal staff health and well-being, we encourage you to apply.

Under general supervision, the Administrative Specialist I performs a variety of administrative, clerical, and technical support duties. As the primary public contact for the City of Duvall, the position requires professionalism, discretion, and a commitment to providing prompt, courteous, and effective service. Preferred candidates are those who are naturally able to create a friendly, welcoming, and positive experience for everyone who visits City Hall.

First review date of June 1st, 2026.

Essential Duties and Responsibilities

Reports to: City Clerk

Distinguishing Characteristics

The Administrative Associate class ranges from entry-level to mid-level in the administrative series. Incumbents may initially work under close supervision to learn the processes of the specific department they are assigned to or have increasing responsibilities and duties associated with it.

Essential Functions

• May serve as the first point of contact for the respective departments. Provide in-person customer service to the City's customers and clients.
• Perform general office duties, including, but not limited to, answering phones, copying, filing, mailing, printing, and scheduling meetings and appointments.
• Compose and/or edit letters, memos, reports, and other documents and correspondence as required.
• Provide backup to other staff members as needed.
• Provide direct administrative support to the department manager or director.
• Provide human resources administrative support to City Administrator.
• Serves as cashier, including receipting utility payments, etc., and posting payments to appropriate accounts.
• Take ownership of the management of the City's mobile devices using the City's Mobile Device Management system.
• When needed, assist the City Clerk and Deputy City Clerk with records requests and clerking of City Council, board, and commission meetings.
• May be responsible for records management for the department, including archiving, coordinating, and executing the destruction of records after the retention period is met.
• Provide administrative support to the Mayor, Councilmembers, and the City Administrator as needed, including assistance with reimbursement requests and other needs as required.
• Maintain information on the City website and social media pages as required.
• Other duties as assigned.

Knowledge, Skills, and Abilities

• Ability to develop, interpret, and implement regulations, policies, procedures, written instructions, general correspondence, and other department-specific documents.
• Knowledge of administrative policies and procedures of the City.
• Ability to establish and maintain accurate records of assigned activities and operations.
• Skill in organizational and time management, including prioritizing duties to accomplish a high volume of work while adapting to constantly changing priorities.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
• Knowledge of current office practices and procedures, and knowledge of the operation of standard office equipment and software.
• Knowledge of computer software, including word processing, spreadsheet, and database applications, is required for this position.
• Ability to perform mathematical calculations required of this position.
• Ability to communicate clearly, concisely, and effectively in written and verbal English; bilingual skills are a plus.
• Basic knowledge of Human Resources and Leave administration are a plus.
• Skill in researching and understanding complex written materials.
• Ability to prepare and maintain accurate and concise records and reports.
• Ability to apply sound judgment and discretion in performing duties, resolving problems, and interpreting policies and regulations.
• Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
• Ability to maintain professionalism at all times.
• Ability to maintain effective working relationships with individuals within and outside the organization.
• Ability to maintain confidentiality and discretion regarding business-related files, reports, and conversations within the provision of the Freedom of Information Act and other applicable State and Federal statutes and regulations.
• Ability to work the allocated hours of the position and respond after hours as needed.

Desired Minimum Qualifications

• A High School degree or equivalent is required. Successful applicants must also pass a background investigation.
• Maintain the physical and mental fitness level necessary to perform the position's essential functions.
• Have a valid Washington State driver's license and a driving record acceptable to the City and the City's insurance carrier, or must be able to provide own transportation to and from job, meetings, and related job sites.
• Be legally able to work in the United States.
• Preferred: at least two years of public or private sector experience, including customer service, general office management, and records management.

Supplemental Information

The physical and work environment characteristics described represent those encountered by an employee while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees who need a reasonable accommodation should discuss the request with their supervisor.

• This work requires the occasional exertion of up to 25 pounds of force; it regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle, or feel, and repetitive motions, and occasionally requires walking, stooping, kneeling, crouching, or crawling, and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas using the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work has no exposure to adverse environmental conditions.

Work is generally in a moderately noisy office setting (e.g., business office, light traffic).