Administrative Assistant 3 - PW

Administrative Assistant 3

At the City of SeaTac, we are committed to serving our community with trustworthiness, collaboration, social responsibility, emotional intelligence, and accountability. Our Public Works Department plays a vital role in maintaining the infrastructure, services, and daily operations that keep our city running smoothly.

We are seeking an Administrative Assistant 3 who thrives in a dynamic environment, enjoys coordinating complex administrative functions, and takes pride in supporting a team that serves the public every day.

This role is perfect for someone who enjoys variety, problem-solving, and being the "go-to" person who keeps everything moving.

Representative Duties

1. Provide executive-level administrative support to the Public Works Director and division managers
2. Coordinate department workflows, schedules, communications, and operational follow-up
3. Support contract administration, grant documentation, and compliance requirements
4. Maintain financial, purchasing, and budget tracking records
5. Serve as the department's Records Management representative
6. Support customer service request systems and public communications
7. Prepare agendas, minutes, reports, and public notifications
8. Train and support administrative staff on procedures and systems

Required Education and Experience

• High school diploma or GED
• Four (4) years of increasingly responsible administrative support experience
• Experience with complex coordination, records management, financial tracking, and customer service
• Experience supporting executive-level staff is highly desirable. Training in Public Works contract administration is a plus

Knowledge Of

• Organization, functions, and activities of the assigned department.
• Financial and statistical record-keeping techniques.
• Principles of supervision include training and development of assigned personnel.
• Processing requirements and procedures for public documents.
• Basic budget preparation and control techniques.
• Modern office practices, procedures and equipment including a personal computer.
• Computer software including word processing, spreadsheets, and database management.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Interpersonal skills including tact, patience, and courtesy.
• Laws, codes, regulations, policies, and procedures related to the assigned department and work performed.
• City and department organization, operations, policies, and objectives.
• Preparation and presentation of financial, statistical, and narrative reports.
• Office management techniques.
• Telephone techniques and etiquette.

Skill In

• Planning and performing complex administrative and office coordination duties.
• Relieving the Director of administrative duties having a department wide impact.
• Performing secretarial and administrative assistance duties in support of the Director.
• Operating a computer terminal to enter data, maintain records and generate reports.
• Researching and analyzing data and information and develop, evaluate, and present alternative recommendations.
• Communicating effectively both orally and in writing.
• Maintaining financial accounting records.
• Preparing, monitoring, and controlling assigned budgets.
• Updating website pages and use of various social media.
• Operating cell phones to manage phone app citizen request program.
• Typing, transcribing materials and operating office equipment.
• Typing at 45 words net per minute from clear copy.

Ability To

• Plan and organize work.
• Evaluate and recommend improvements in operations, systems, procedures, policies, and methods.
• Present ideas and concepts clearly and concisely.
• Read, interpret, apply, and explain codes, rules, regulations, policies and procedures.
• Work confidentially with discretion.
• Establish and maintain cooperative and effective working relationships with others.
• Meet schedules and timelines.
• Work independently with little direction.

Licenses and Other Requirements

• Certification and/or training in Public Works Contract Administration, highly desired.