The City of Kirkland's Public Works Department is looking to hire an Administrative Assistant!
Who We’re Looking For (Summary)Kirkland Public Works is seeking to fill the Administrative Assistant vacancy reporting to the Director and serving the Department’s leadership and senior management team. This position serves a key role to the efficient and productive operations of the Department. The position works at Kirkland City Hall and may be considered for a limited hybrid work schedule after 6 months. A typical schedule is Monday – Friday business hours with a standing monthly evening meeting and occasional evening and weekend work as needed.
We are seeking a highly skilled, dynamic, proactive critical thinker to join our fast-paced team. This is an exciting opportunity for a detail-oriented, self-starter who thrives in a high-achieving environment. The ideal candidate will possess exceptional organizational skills, be tech-savvy, demonstrate unwavering attention to detail, and have the ability to manage multiple tasks efficiently while maintaining a high level of professionalism and discretion.
The right candidate will be a quick thinker, able to anticipate needs before they arise, and take initiative in finding solutions to challenges. We are looking for someone who is not just task-oriented but who also brings a sense of ownership to their role, ensuring that deadlines are met, and projects are completed with excellence. You will play a key role in supporting our team’s goals and helping drive our success.
About Public WorksThe Public Works Department ensures the City's infrastructure remains safe, functional, and sustainable. It oversees vital services including stormwater management, transportation, water and wastewater systems, maintenance of streets and grounds, and capital improvement projects.
As the City’s largest department, we are committed to the City’s vision and the Department’s mission. We play a vital role in making Kirkland livable, sustainable, and connected. We are City employees who take pride in being trusted stewards of the public’s resources, infrastructure, environment, and quality of life.
We have a One Team approach, strive for excellence and attract, value, and keep diverse, talented employees.
Why Kirkland?Ranked as one of the most livable cities in America, Kirkland is an attractive and inviting place to live, work, and visit. We have big city vision while maintaining a small-town, community feel. If you are a candidate with the desire to join an organization looking to innovate into the future, the City of Kirkland is the place for you!
If you ask our employees why they love where they work, they will tell you about the great people, work environment, supportive leadership and City Council, and fearless innovation.
Competitive Wages: We strive to maintain competitive compensation packages and work to provide wages that meet the knowledge, skills, and abilities of our employees.
Awesome benefits: The City offers benefits that are unmatched by most other employers. Please click on the benefits tab above to view more details.
Childcare Programs: To help address the challenge of finding reliable childcare, the City of Kirkland has reserved spots for City employees at local and regional providers, available at a discount. New employees gain access to Kirkland’s reserved spots as soon as they start employment. Learn more!
Training and Career Development: The City of Kirkland believes in developing it’s employees. You will have access to training opportunities designed for career development and advancement based on your position, skills, and interests.
The Administrative Assistant is responsible for performing a wide variety of complex, specialized, and detailed administrative support activities for the City and its multiple departments and divisions.
Distinguishing Characteristics: The work of the Administrative Assistant is different from the Office Specialist due to its high level and technical expertise performed regularly for complex administrative tasks. The Administrative Assistant is required to possess full knowledge of complex procedures, regulatory guidelines, codes, ordinances, and other legal requirements. Assists in large-scale, high-level tasks and projects that may be sensitive in nature or specialized in nature.
Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:- Coordinates, facilitates, and prepares documents for meetings, conferences, special events, and projects; provides technical expertise for high level administrative efforts needed to complete specified tasks; demonstrates a comprehensive knowledge of office practices and procedures.
- Provides administrative support to Director, drafts correspondence, proofreads documents for grammar and form, creates spreadsheets for tracking information, copies materials, creates presentation materials, and completes other special projects as assigned. Coordinates routing and approval for agreements, grants, and other contracts originating within the department.
- Serves as department timekeeper; responsible for preparing accurate semi-monthly payroll; tracks and prepares Personnel Action Forms (PAF’s) for terminations, step increases, vacation increases, etc.
- Oversees training programs for administrative personnel including class and student calendars, records of attendance, and ordering class material.
- Provides specialized information, identifies problems within a defined scope and has the authority to resolve discrepancies; initiates follow up and resolves problems of potential sensitive nature with high level skill and professionalism.
- Provides administrative support and coordination for various departmental budgetary tasks; distributes and coordinates annual budget materials and serves as liaison across multiple departments ensuring accurate submittal of all budget materials.
- Prepares, processes, and delegates purchase requisitions utilizing City’s financial system; assures proper approvals and coding; verifies packing slips with invoices and routes approved invoices to Accounts Payable for payment; maintains files for orders and payments made.
- Responds to general inquiries from the public; provides information, instructions, and assistance to customers having business with the City.
- Assists department staff with submitting and resolving service requests.
- Interprets and applies regulatory guidelines, laws, and procedures to specific situations; demonstrates considerable independent judgment to determine and evaluate facts without direct guidance; able to take initiative and handle sensitive and pertinent administrative tasks effectively.
- Establishes, maintains, and updates files and records for the department, Director, and other professional staff.
- Acts as confidential assistant to the Director for confidential and sensitive correspondence and incidents; provides technical and specialized support for complex projects and large-scale administrative tasks.
- Coordinates Department Council and Board and Commission agenda items, edits, and checks items for proper formatting requirements; organizes, delegates, prepares and/or purchases meeting refreshments and supplies. Represents, and provides support for various Departments at meetings and on study groups and committees as directed.
- Prepares and assists with logistics for department events and meetings.
- Maintains web content generated by the department.
Peripheral Duties:- Makes travel, hotel, and seminar arrangements for department personnel.
- Coordinates and supports the department hiring processes with hiring managers.
- Other duties as assigned by Director.
- Highly developed oral and written communication skills essential.
- Computer skills in spreadsheet and word processing applications, especially Windows, Excel, MS Word, Access, PowerPoint, Email, Calendar, timekeeping systems, and scheduling systems.
- Ability to remain flexible to changing priorities, exercise a high level of detail orientation, and follow through on tasks to completion.
- Must be able to work independently with multiple assignments.
- Ability to maintain confidential information.
- Understands office administration practices, concepts, and automation applications; demonstrates written business communication/report writing techniques, and shows knowledge of bookkeeping theories and principles.
- Ability to provide excellent customer service and work effectively with all levels in the organization, outside consultants, other agencies, and the general public.
- Uses independent and discretionary judgment effectively.
- Performs basic mathematical functions.
- Effectively coordinates and schedules projects.
Minimum Qualifications: - Education: GED or Associates Degree in Office Administration or related field.
- Experience: 3-5 years administrative experience with increasing responsibility, specialization, and heavy public contact.
- Or: In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual’s knowledge, skill, and ability to proficiently perform the essential duties and responsibilities listed above.
Licenses and Other Requirements:- Must possess a valid Washington State driver’s license.
- Advanced computer literacy and working knowledge of accounting principles required.
Physical Demands and Working Environment: Work is generally performed in an office setting. Must be able to sit at a desk for long periods of time. Maintain confidential information. Must be able to work independently with multiple assignments. May require evening or after-hour meetings.
Selection Process
Position requires a resume and cover letter for consideration of application. Please note how you meet minimum qualifications within the cover letter. Applicants who are selected for next steps in the hiring process will be invited by phone or e-mail. Candidates are encouraged to apply at the earliest possible date as screening, interviewing, and hiring decisions will be made through the recruitment period, until such time as the vacancy is filled.
The City of Kirkland is a welcoming community where every person can thrive and grow. We value diversity, inclusion, belonging, and work together to support our community. We do this by solving problems, focusing on the customer, and respecting all people who come into the City whether to visit, live, or work. As an Equal Opportunity Employer, we are committed to creating a workforce that does not discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran status, disability, or any other basis prohibited by federal, state or local law. We encourage qualified applicants of all backgrounds and identities to apply to our job postings. Persons with a disability who need reasonable accommodations in the application or testing process, or those needing this announcement in an alternative format, may call 425-587-3210 or Telecommunications Device for the Deaf 425-587-3111.
