Administrative Assistant - Operations

Description Hiring Range: $30.35 to $33.92 hourly DOQ with growth to $37.92 This position is a full-time, Fair Labor Standards Act non-exempt position. The regular work schedule for the Administrative Assistant is Monday through Friday, 7:00am to 3:30pm. Hybrid work schedules are not available for this position. Attendance at evening meetings or other off-duty events is not anticipated. The incumbent in this position is not a Civil Service employee. General Purpose: This position is responsible for providing a variety of management assistance to the maintenance operations division at the City's Operations location. A considerable amount of contact is maintained with the public as well as City personnel. Work is performed primarily in an office setting, but may require occasional visits to the field. This position works under the supervision of the Public Works Superintendent and will generally not have supervisory responsibilities. About Sumner: The City of Sumner’s vision is to set the standard of excellence for a progressive small city. In working to achieve that vision, Sumner prioritizes and celebrates diverse perspectives, life experiences and differences. The City actively seeks and encourages people with diverse backgrounds and characteristics to apply and all come together with a goal of continuing to learn and improve to better serve the residents, businesses and visitors of our community. Sumner remains a traditional city of just over 10,000 residents with agricultural roots, known for decades as the Rhubarb Pie Capital of the World. At the same time, its compact, walkable layout aligns perfectly with progressive planning trends, as its classic Main Street becomes repurposed for boutiques, independent restaurants and daily services such as legal offices, financial advisors and doctors. While Sumner retains historic neighborhoods of Craftsman houses and an active high school right on Main Street, it also offers over 16,000 manufacturing and distribution jobs for companies such as REI, Keurig Dr. Pepper, Amazon.com, and Dillanos Coffee Roasters. With a downtown Sound Transit station with buses and trains, it is well connected to the Puget Sound region while striving to be a full service city with the largest YMCA facility in the state of Washington as well as a link trail system that will connect the Foothills and Interurban trails. Like the community, the city government is large enough to be professional but small enough to be creative. The City has won a variety of awards from the Governor's Smart Planning Award to recognition at the International Association of Chiefs of Police for its groundbreaking police work on victims' assistance. With a strong mayor format, the City has just over 100 employees who operate a cemetery, wastewater treatment facility, accredited police department, animal shelter, parks, full service public works and administration. About the City of Sumner Public Works Department: The Sumner Public Works Department is responsible for maintenance, operations, and capital improvement projects for the City of Sumner facilities, rights-of-way, and water, sewer and stormwater utilities. Through the hard work and efforts of over 40 FTE’s, the Department simultaneously manages tens of millions of dollars of capital projects; 120 lane-miles of roadways and adjoining sidewalks, hundreds of miles of wet utilities, well and spring water sources, over 50 stormwater outfalls; and operates the City’s 6.1 MGD (Maximum Month Design Flow) Wastewater Treatment Facility. Check out all of the exciting projects that Public Works and other departments are working on by visiting: https://connects.sumnerwa.gov/ Examples of Duties The job duties and responsibilities represented in this job description in no way imply that these are the only duties to be performed. Employees occupying the position will be required to follow any other job-related instructions and to perform any other job-related duties requested by a supervisor. While requirements may be representative of minimum levels of knowledge, skills and abilities to perform this job successfully, the employee will possess the abilities or aptitudes to perform each duty with average proficiency. Listed below are examples of typical duties: Provides customer service to community members whether it is in person, phone or written correspondence, routes accordingly, and keeps record of all requests and the work provided; Coordinates training and maintenance of training records using the City's online Learning Management System software; Coordinates travel and conference arrangements for staff, prepares related forms and reimbursements; Researches, copies materials, and prepares work orders for payment/restitution; Assists with work order tracking software and asset tracking software; Works with other departments on water-related needs and requests; Types and distributes letters, reports, and memoranda including materials of a confidential nature; composes letters requesting or providing information concerning routine matters independently or from oral or written instructions; Creates and maintains a variety of records and files both paper and electronic, according to established procedures; processes a variety of forms and reports using electronic reporting systems; Checks reports, letters, work orders, and other data for accuracy and completeness and distributes accordingly; Performs inventory control including data entry of inventory in/out and processes yearly reports; Processes invoices, requisitions, and purchase orders for payment using the City's financial software program; Assists with reviews, processing, and maintaining timesheets; Orders various parts/supplies and safety clothing; Performs other duties as assigned. Qualifications Any combination of experience and education which provides the applicant with the listed necessary knowledge, skills and abilities will be considered. Education and Experience: Two (2) years administrative office support, customer service or related experience. Or at least six-months of administrative office support or customer service experience plus two (2) years of college or college level courses. High School Diploma or GED required. Must hold a valid Washington State driver's license with a driving record free from serious or frequent violations. Necessary Knowledge, Skills and Abilities Knowledge of: Computer software including Microsoft Office products. Business English, spelling, grammar and punctuation. Operational characteristics, services and activities of Public Works Departments including maintenance operations, fleet and wastewater. Record keeping, organization, paper and electronic filing systems. Preparation of financial reports. Excellent oral and written communication skills including customer service etiquette. Knowledge of GIS not required but would be beneficial. Ability to: Use interpersonal skills with tact, patience, and courtesy. Prioritize and schedule work, meeting schedules and deadlines. Learn to interpret, apply, and explain laws, codes, regulations, union collective bargaining agreements, policies, and procedures. Learn and effectively utilize specialized computer programs such as asset management software. Perform administrative duties with speed and accuracy. Communicate effectively both orally and in writing. Work confidentially with discretion. Establish and maintain cooperative and effective working relationships with others. Work independently with little direction. Type, transcribe materials, and operate office equipment. Provide telephone support to the department. Maintain records, files, and filing systems, including tracking department expenditures, income, purchase orders, permit activity and similar records. Develop and implement department office procedures in conjunction with department staff. Provide excellent customer service by using a friendly, professional, accurate, and customer orientated approach to a wide variety of customers including law enforcement agencies, government officials, general public and other staff. This would include in-person, written, and oral communications. Maintain reliable attendance. Contribute to the City's mission, vision and values. Supplemental Information Physical Requirements Requirements outlined in this job description may be modified to reasonably accommodate individuals with disabilities who are otherwise qualified for employment in this position. However, some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. SEDENTARY: Positions in this class typically require: stooping, kneeling, crouching, reaching, mobility, fingering, grasping, talking, seeing, hearing, and repetitive motions. Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting, most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Some positions may require greater periods of walking and/or standing. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing duties of this job the employee almost always works in a noisy indoor office environment. Selection Guidelines Formal application, rating of education and experience, oral interviews and reference checks; job related testing may be required. Background checks will include: Prior Employment Verification: confirms applicant's employment with the listed companies, including dates of employment, position held and additional information available pertaining to performance rating, reason for departure and eligibility for rehire. This verification will be run on the past three employers or the previous five years, whichever comes first. Personal and Professional References: calls will be placed to individuals listed as references by the applicant. Employment Eligibility Verification: Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States. Educational Verification: confirms the applicant's claimed educational institution, including the years attended and the degree/diploma received. Criminal History: includes review of criminal convictions and probation. The following factors will be considered for applicants with a criminal history: The nature of the crime and its relationship to the position. The time since the conviction. The number (if more than one) of convictions. Whether hiring, transferring or promoting the applicant would pose an unreasonable risk to the business, its employees or its customers and vendors. The following additional background searches will be required if applicable to the position: Motor Vehicle Records: provides a report on an individual's driving history in the state requested. This search will be run when driving is an essential requirement of the position. Credit History: confirms candidate's credit history. This search will be run for positions that involve management of City of Sumner funds and/or handling of cash or credit cards. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Equal Opportunity Employer The City is an equal employment opportunity employer. The City employs, retains, promotes, terminates and otherwise treats all employees and job applicants on the basis of job-related qualifications and competence. These policies shall be applied without regard to any individual's sex, race, color, religion, national origin, pregnancy, age, marital status, sensory, physical or mental disability, sexual orientation including gender expression and identity, genetic information, domestic violence victim or other basis prohibited by law. Persons needing assistance in the application process may call the Human Resources Office, at 253-299-5595 or email hr@sumnerwa.gov. If you are invited to participate in the selection process and need ADA accommodations, please notify HR before you are scheduled for an interview or testing. Drug Free Workplace The City of Sumner is a drug free workplace. The City is committed to ensuring a safe and healthy work environment, free from employees whose job performance may be impaired by the use of prescription, nonprescription, over-the-counter drugs, illegal controlled substances, marijuana and alcohol. General Hiring Process Information Submitting a cover letter and resume is not required but is recommended. Applicants must provide professional references with accurate phone numbers and email addresses. References will only be contacted for applicants who progress past the interview process. If multiple applications are received for the same candidate, only the most recently submitted, complete application will be considered. Applications received by the review date will be screened for minimum qualifications and then submitted to a Subject Matter Expert to select which candidates will be invited to interview. Personally identifiable information is removed from the applications during the screening process. Applicants who are invited to interview will receive notification by email and are typically provided at least one weeks' notice prior to the scheduled interview date. Applicants who are not invited to interview will be notified by email. Remote interviews may be available for candidates unable to participate in person, remote interviews are held through an online meeting platform such as Microsoft Teams. Applicants who pass the interview process may be invited back for a second interview with the department leads or for a walking interview through the department. Applicants who did not pass the interview process will be notified by email.