The Administrative Assistant is responsible for providing general administrative support to the Department of Public Works. The employee in this position must be able to exercise good judgement, work independently, and maintain confidentiality. Must maintain courteous and cooperative working relationships with administrative and other County personnel, public agencies, and the general public, and work under the guidance of Local/State/Federal regulations and County policies/procedures.

This position is considered open until filled with a first review after 6/30/2025. Candidates should apply as soon as possible for optimal consideration.

Responsible for performing administrative duties required by the Public Works Director

Perform a variety of general and advanced administrative duties in support of the Public Works Department; establish and maintain filing systems; create and modify forms as necessary; organize and assemble documents; file and catalogues maps, photos, and other exhibits and documents.
Finalize and process Department documents to the County’s electronic management system.
Assist as needed to prepare weekly vouchers and submit to the Auditor’s office for payment; prepare a variety of correspondence, reports and other written materials; distribute reports internally and to various governmental offices.
Provide program information relating to Department services; accurately transmit, screen or convey information using proper format, document and procedures.
Inventory and order office supplies.
Complete data entry tasks and assemble reports; produce emails, memos, and letters; and utilize routine forms.
Receive and administratively process land use actions and permits for completion.
Provide legal notices to local newspapers and the public via email, letter, County website, etc.
Proofread material, making corrections for spelling, grammar, and punctuation.
Compile and distribute information relative to departmental activities and permit requirements.
Confer with other departments and outside agencies.
Serve as clerk to various Boards, Commissions, and/or Committees; prepare minutes for meetings.
Prepare and submit agendas and agenda documents for various Boards, Commissions, and/or Committees.
Coordinate with other Departments for agenda and agenda documents
Maintain filing systems and correspondence log; recommend ways to improve efficiencies; implement new policies/procedures and train department staff accordingly.
Schedule meetings, make room arrangements and send out schedule changes and notices. Coordinate (or assist with coordinating) functions and activities; set up rooms and equipment required.
Organize training events by scheduling travel arrangements, making lodging arrangements, and registering employees for training or conferences.
Assist with department records management requirements and public disclosure requests.
Finalize and process confidential correspondence on behalf of the Director or other Public Works staff as directed.
Serve as initial point of contact for the public in a professional and courteous manner.
Answer and route calls to appropriate staff or department.
Screen and distribute messages and mail; process outgoing mail.
Provide administrative support to the Airport Division of Public Works, including correspondence with lease holders and consultants, process lease applications, update lease agreements, receive and distribute access cards.

OTHER FUNCTIONS

Provide support to the Receptionist.
May be required to provide clerk services for meetings which can occur during the day or during evenings/weekends.

This job description is a summary of the primary functions and expectations for this position. Additional department-related duties may be assigned as required.

High School diploma or GED.
At least two (2) years of general office experience providing administrative support, preferably in a government or legal office.
Cash-handling experience.
Valid Washington State driver’s license.
A criminal history and background check will be performed on qualified applicants. Convictions may preclude candidates from employment in certain circumstances. Factors such as relativity to the position, age and time of the offense, seriousness and nature of the violation, and rehabilitation will be taken into account.

Work is primarily performed in an office setting with occasional need to work in non-office environments. The position requires the ability to sit for extended periods of time, stand, walk, ascend/descend stairs or small ladders/stepstools, stoop, kneel, crouch, twist, grasp, and reach. Must have ability to lift, push, pull, or carry up to 25 lbs. and occasionally higher with assistance. Must be able to read printed materials and a computer screen, and have sufficient hearing and speech to communicate clearly via telephone and in person. Safety policies and procedures must be adhered to at all times, including proper lifting/carrying techniques.

Standard work hours are Monday-Friday, 8 AM – 5 PM; however, occasional evening/weekend work may be required. Regular attendance and punctuality are required. Periodic travel will be necessary for meetings and/or training opportunities. Must be able to safely operate a motor vehicle in varied weather conditions and all levels of daylight.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

County of Kittitas (WA)

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Administrative Assistant