Administrative Specialist III

Administrative Specialist III

This vacancy is in the Planning and Community Development Department. The City is seeking an Administrative Specialist III to join the Permit and Administrative Services team. This team serves as leads on administrative, permitting and staff services within the department.

The ideal candidate is a self-motivated individual with strong communication, administrative and organizational skills looking to support and collaborate with co-workers while serving the community. To be considered, candidates will have:

• Customer service experience;
• Contract and/or construction administrative experience; and
• Microsoft Office proficiency.

Some familiarity with municipal operations and committee administration is desired. Following application submission, selected candidates may be required to complete an online written test.

The Administrative Specialist III functions as a lead on all administrative and staff services within a specific department. Positions in this class perform highly complex and diverse specialized program support activities. Duties vary depending on assignment, and typically include planning and coordination of regular department functions, developing and maintaining administrative procedures and evaluating procedures and revising as necessary.

About the City of Bainbridge Island: The City of Bainbridge Island is a vibrant community with small-town feel, 52 miles of scenic shoreline and densely forested areas. Our employees are the most important asset in preserving and enhancing the special character of the Island, and in responding to the community's needs. The City provides competitive salaries, outstanding benefits and professional growth opportunities.

Essential Functions

The Administrative Specialist III is distinguished from the Administrative Specialist II class in that positions at this level perform the more technically complex and responsible support tasks involving significant consequence of error. Some essential functions are applicable to all areas, and some are specific to a department/assignment area.

• Functions as a support member to the department and works with colleagues to plan and perform administrative projects and daily activities.
• Coordinates and performs administrative duties to support department functions; serves as a resource on City and department standard operating procedures.
• Coordinates and performs department customer service and communications duties, including public outreach activities.
• Assists with contract administration.
• Oversees development and maintenance of department web pages, in coordination with project and division managers and Communications Manager.
• Coordinates department-related public disclosure requests, communicating with the City Clerk regarding research and response as needed.
• Reviews, audits, organizes and preserves information and records in accordance with state retention requirements.
• Coordinates and performs internal services, utilizing multiple database functions. Collaborates with other departments on administration and improvement of cross-department processes.
• Provides backup assistance to other staff members as needed.
• Maintains timely and regular attendance.
• Other duties as assigned.

Planning & Community Development:

• Prepares legal notices for publication/mailing.
• Distributes incoming mail; processes outgoing mail; processes invoices and refunds; coordinates supply orders.
• Organizes public meetings, including advertising and setting up and taking down related facilities and equipment; and coordinates preparation of notices, agendas, minutes, letters, memoranda, reports and other department or citizen committee communications.
• Prepares, scans and indexes documents into permit tracking system.
• Supports hearing examiner processes.

Public Works:

• Assists with budget and contract administration; may approve invoices based on policy.
• Assists with project and performance audits.
• Assists with drafting and preparation of City Council agenda items.
• Coordinates, schedules, and supports bid openings.

Qualifications

Graduation from high school or General Equivalency Diploma, supplemented with continuing education, and 3 years of office clerical support experience is preferred; OR any combination of experience, education and training that would provide the level of knowledge and ability required.

• Knowledge of:
• General municipal government policies, procedures, terminology and related regulations.
• Professional standards for business correspondence, writing, spelling and grammar.
• State records retention requirements for local governments.
• Principles and practices of efficient office management.
• Modern office procedures, methods and equipment, including computers.
• Applicable computer software applications.
• Principles of business communication, research techniques and report preparation.
• Basic mathematical principles.
• City organization, operations, policies and procedures.
• Ability to:
• Effectively plan, coordinate and complete department staff support functions on time, and to maintain multi-task priorities during frequent interruptions.
• Coordinate and complete specialized departmental staff duties requiring understanding of City practices as well as department practices and procedures. This applies to financial matters as well as compliance with federal, State, City and other regulations.
• Problem solve departmental customer service matters that require clarifying requests, performing research and problem solving on behalf of the department management team, providing responses to enquiries and maintaining response logs, records, and documentation.
• Tactfully and courteously deal with the general public and others seeking information about City services and activities.
• Support and model the identified vision, values and behaviors of the organization.
• Establish and maintain effective working relationships
• Use initiative and independent judgment within established procedural guidelines.
• Operate a personal computer utilizing a variety of standard and specialist software.
• Communicate effectively both orally and in writing.
• License and Certification Requirements:
• Successful completion of a pre-employment background check is required.

Additional Information

Additional Salary/Benefit Details: The salary range is $6070-$7615 per month. The hiring range is $6070-$6800 per month. Step increases are attained annually based on satisfactory performance. Telecommuting/Residence The Administrative Specialist III position is eligible for a hybrid (in-office and telecommuting) work schedule. Regardless of position or telecommuting authorization status, city employees must reside in Washington and within a reasonable distance to their regular work location.

Working Conditions: The regular work schedule is generally Monday through Friday, 8 am to 5 pm. Work is primarily performed in an office which is busy, oriented to public service and subject to occasional work interruptions. Noise level is moderate. This position requires extensive telephone and computer operations.

Physical Requirements: Continuous repetitive arm/hand movement is essential to performance. The incumbent in this position must be able to discern voice conversation, have the physical ability to perform essential job functions, and have hand-eye coordination sufficient to operate computers, do keyboarding and operate other office equipment. The incumbent must have the ability to produce legible handwritten documents and may need to push, pull, lift and carry up to 30 pounds.

The City of Bainbridge Island is an equal opportunity employer. All employees and candidates for employment will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex/gender, race, national origin, religion, creed, color, marital status, veteran status, age, pregnancy, sexual orientation, gender identity, disability, genetic information or any other basis prohibited by law.

Benefits

Review the overview of benefits available to City of Bainbridge Island employees represented by IAM. Benefits Summary Regular part-time employees who are regularly scheduled to work at least 20 hours per week are eligible to participate in the City's health and welfare benefit programs (for medical, dental, vision, life, long-term disability and EAP coverage) on a pro rata basis. The City participates in social security.