Administrative Assistant

Administrative Assistant

Employee in this position is responsible for providing administrative support to the Human Services Department. This position is located at 105 NW 1st Street in Coupeville. The Administrative Assistant is the welcoming first point of contact for guests to the Human Services Department. This position provides key administrative support functions to the Human Services team.

Qualified applicants from all backgrounds are highly encouraged to apply. Along with this application, please submit a minimum of 2 professional references, a cover letter describing your interest in the position and a resume outlining your qualifications related to the position.

Job Duties

• Welcomes citizens at the Human Services front desk/Housing Support Center, provides direction and information.
• Transcribe and type letters, memos, reports, minutes, schedules, specifications, policy statements, ordinances, contracts, requisitions, etc.
• Develop, maintain and revise files, including digital and/or hardcopy files.
• Complete monthly vehicle reports, tracks mileage information and collects ferry receipts.
• Answer phones, transcribes messages and incoming fax messages and routes to staff, and enters referrals into management information system.
• Collects and distributes mail daily.
• Identify, respect, and safeguard confidential information.
• May function as a liaison between professional staff and the general public or other agencies.
• Assist in managing website for Island County Human Services, updating pages as necessary with pertinent data and completing website link checks monthly to assure they are functioning.
• Keeps inventory of office and printer supplies and orders as needed to ensure availability to staff.
• Coordinate and collaborate with IT, Facilities, and accounting staff to obtain needed support and develop new or improved methods or processes for obtaining and providing information, supplies, etc.
• Review documents developed within the division for accuracy and completeness.
• Provides additional support during annual Point in Time Count.
• Assists with public records requests and historical filing.
• Perform other duties as assigned.

Knowledge, Skills & Abilities

• Friendly, patient, supportive, and respectful to all.
• Possess a high level of administrative skills and experience in office management.
• Proficient in Microsoft Office, including Word, PowerPoint, Excel, and Adobe Pro and SharePoint (or similar management system).
• Ability to prepare reports and spread sheets using computer software.
• Ability to type at least 40 words per minute.
• Ability to maintain and understand the need for confidentiality and integrity of sensitive information.
• Able to handle multiple and/or interrupted tasks.
• Ability to maintain a high standard of accuracy, completeness and efficiency.

Education, Experience & Certifications

Experience may be gained through various combinations of professional employment, education, and experience. See below for how you can meet the required qualifications:

• High School diploma or GED and 3 years' experience as described below:
  • Employment experience in administration, office management, process tracking, clerical, secretarial, or book-keeping.
  • Volunteer/employment experience in a social service, nonprofit, academic, or government setting.
• Associate's or bachelor's degree in Administration, Communications, Accounting, Human Services or related field and 1 year experience as described above.

* Candidates must be legally authorized to work in the United States. Island County does not provide visa sponsorship. *