THIS JOB IS OPEN UNTIL FILLED WITH A FIRST REVIEW DATE OF MONDAY, SEPTEMBER 16TH.
Applications submitted on or before 11:59pm Pacific Time on Sunday, September 15th will have first consideration.
This announcement may close at any time.
Are you an experienced administrative professional with a passion for being proactive and providing top-notch executive-level support? Do you thrive in an environment where you take the initiative and ensure tasks are completed efficiently without being told? The City's Human Resources & Risk Management department is looking for a motivated and self-starting Administrative Assistant to join our dynamic team!
In this pivotal role, you will provide comprehensive administrative support not only to the department director but also to all department staff. We need someone who can anticipate needs, take ownership of tasks, and consistently go above and beyond to ensure smooth operations. If you're ready to be a driving force behind the success of our department, we want to hear from you.
Our ideal candidate is more than just reactive -- they are proactive, detail-oriented, and committed to identifying and addressing needs before they arise. We're looking for someone who is known for their ability to provide seamless support with minimal direction, ensuring the department runs smoothly without doing just the bare minimum. You'll align with our team personality:
Committed,
Welcoming,
Motivated, and
Authentic.
Work schedule and location:As the direct support to the department director and the face of the department, you will work in the office Monday - Friday, 8am - 5pm, which aligns with the business hours of City Hall. This position is non-exempt and is overtime eligible.
About Team HR:The HR team is made up of 10 staff: Director, Assistant Director, HR Manager, HR Analysts (3), HR Coordinators (2), Court Coordinator, and Administrative Assistant. The team is responsible for multiple financial accounts within the City's overall budget, including Court, Personnel, Civil Service, Wellness, and Workers' Compensation.
Our Team HR personality can be described as:
- Committed: We work together managing heavy workloads, confidential (often difficult) and time-sensitive projects. We love our fast-paced environment and are never bored! Our commitment to the staff, City, and each other means that we are willing to maintain flexibility and address whatever needs to be done.
- Welcoming: We genuinely enjoy interacting with each other and staff! We are friendly, reachable, and reliable. We know HR can be an intimidating department to visit, but we encourage people to stop by or call when they need to chat with someone.
- Motivated: Our team is service-oriented and motivated to treat all staff fairly. We feel strongly about ensuring that we are good stewards to the citizens of Auburn with the funds we have been provided and by the roles in which we have been placed.
- Authentic: We love what we do! We are professional, honest, and serve our staff and citizens with integrity. We don't take ourselves too seriously, and we are constantly learning, which keeps us knowledgeable in our field.
In HR, we are continuing to build shared values of diversity, equity, and inclusion, employee engagement, innovative thinking, and continuous improvement. We challenge ourselves to continue learning to ensure we are serving our staff and the citizens of Auburn to the best of our abilities.
In this role, you will:
- Be the face of the department! You will serve as the first customer contact - through walk-ins, phone calls, or emails - either helping them directly or referring them to the appropriate staff person.
- Be the confidential administrative assistant to the director. You will provide clerical, organizational, and administrative support to the department by scheduling and coordinating meetings, reserving meeting rooms, and maintaining stock of office supplies. You'll help ensure proper set up of equipment and supplies for meetings, interviews, trainings, and other functions as necessary.
- Maintain department filing systems - including creating employee personnel files and timely filing documents based on the state retention schedule, making changes and updates in the computerized HR information system, preparing and tracking multiple reports and records to provide to payroll.
- Monitor the department's budget, providing usage reports when requested. You will prepare purchase orders, ensuring accuracy and proper coding, by entering appropriate data into the City's financial system, and process the department's purchases on PCards by preparing monthly statements for Finance. When needed, you will complete budget requests and participate in the biennium budget process.
- Assist the secretary to the Law Enforcement Officers' and Fire Fighters' (LEOFF) Board. This may entail assembling, reviewing, and editing agendas and minutes for meetings, ensuring LEOFF 1 member claims are processed in a timely manner, and ensuring LEOFF 1 member retiree mailing lists are updated.
- Be the point of contact for volunteer service throughout the City. You will work with staff and applicants in processing the required paperwork, advertise openings online, screen applications, and review background checks.
This list is not meant to be all-inclusive. To review the full job description,
click here.
What we are looking for:- A High School Diploma or equivalent
- Three (3) years of successful related clerical experience and advanced computer skills
- Demonstrated experience building relationships with internal and external customers through solid customer service
- Demonstrated experience supporting an executive-level leader
- The ability to effectively manage own time and meet deadlines
- Any combination of education, experience, and training that can demonstrate the ability to successfully perform the primary responsibilities for this position
We would LOVE it if you:- Have experience with the Microsoft Office Suite, including Outlook, Word, Excel, and Teams
- Have experience working in a municipality
Please note: Due to the nature of this position, you will be required to pass a thorough background check including fingerprinting, and complete the CJIS (Criminal Justice Information Services) Security Certification Test to be allowed unescorted access while in applicable departments (per Washington State Patrol ACCESS unit).
Why choose the City of Auburn?- Competitive salary with scheduled step increases on an annual basis
- Excellent medical, dental, and vision plans with employee premiums paid by the City
- Employer contributions to the State Retirement System pension plans
- 12 days of paid vacation per year
- 11 paid holidays per year
- 2 paid floating holidays of your choice per year
- VEBA (tax-free health savings account) with employer contributions
- Optional Flexible Spending and Deferred Compensation plan options
- Employee Wellness Program
- Employee Assistance Program
- Public Service Loan Forgiveness (PSLF) program
- and more!
For more information about what benefits the City provides, please visit:
COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION
Team Auburn values diverse perspectives and life experiences, and welcomes applications from people who will help us consistently demonstrate the values of equity, respect, and partnership. The department encourages people of all backgrounds to apply, including Black, Indigenous, and people of color, immigrants, refugees, women, LGBTQ, people with disabilities, and veterans. Individuals interested in joining our team must be committed to racial, social, and economic equality for ALL people in our community.
The City of Auburn is an Equal Employment Opportunity (EEO) Employer. No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.
READY TO APPLY?
If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, or would like to request accommodation or assistance in the application or assessment process, please contact the recruiter listed on this job announcement or email
humanresources@auburnwa.gov.
Selection procedure:The City of Auburn is dedicated to building an inclusive, informed city, with opportunities for all. In alignment with that goal, the City has adopted an anonymous application process that prevents hiring managers from seeing personal identifiers, including names, addresses, and other similar information. This eliminates the possibility of unintentional or implicit bias during the initial screening of applications. For that reason, hiring managers will not be viewing any attachments to your application, including a cover letter or resume, during the initial screening.
Please make sure to submit a complete, detailed, and updated job application, and thoroughly answer the supplemental questions prior to the submission deadline! You must meet the minimum qualifications to move forward in the screening process.
The Human Resources department intends to invite candidates who have passed initial minimum qualifications screening to an online skills test to further assess knowledge, skills, and abilities. The selection process will also include a Spark Hire interview, and at least one formal interview with the management team. Details for these steps will be shared with candidates who move forward to that step in the process. These steps may change at any time throughout the selection process.
Communication from the City of Auburn:We primarily communicate via e-mail during the recruitment process. E-mails from
auburnwa.gov and/or
governmentjobs.com should be placed on your safe domain list to ensure you receive notifications in a timely manner. As a precaution, you may also want to check your junk e-mail folders.
Contact information:If you have any questions, please contact Melissa Medisch, HR Manager, by email at
mmedisch@auburnwa.gov.