Temporary Office Specialist
Company: City of Kirkland
Location: Kirkland
Posted on: April 30, 2024
Job Description:
Salary
$61,787.23 - $72,691.22 Annually
Location
Kirkland, WA
Job Type
Full-Time
Job Number
202100428
Location
Finance & Admin. - City Clerk's Office
Opening Date
03/19/2024
Closing Date
Continuous
FLSA
Non-Exempt
Bargaining Unit
AFSCME
Job Summary
Why Work for 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'll
tell you about the great people, work environment, supportive
management and City Council, and fearless innovation.
We also invest in you!
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 service providers, available at a discount. New employees
gain access to Kirkland's reserved spots as soon as they start
employment. !
Training and Career Development: The City of Kirkland believes in
developing its employees. You will have access to training
opportunities designed for career development and advancement based
on your position, skills, and interests. Job Summary: The role of
the Office Specialist is to perform a broad range of skilled
administrative tasks. Also provides administrative support,
including assistance in maintaining official City records, and
other tasks that support the effective office operations of the
department with an emphasis on quality customer service.
Distinguishing Characteristics: The work of the Office Specialist
is unique in that it provides administrative support including
office management, office operation, customer care, and quality
administrative service to multiple departments ensuring the City
and organization operate smoothly and efficiently. The Office
Specialist performs a variety of standard/intermediate office
support duties while the Administrative Assistant performs complex,
specialized, technical, and non-standard office support.
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:
- Administrative Responsibilities
- Receives the public both through telephone and counter
inquiries.
- Sorts and distributes incoming and outgoing mail and
coordinates deliveries.
- Arranges and coordinates registration and payment for training,
seminars, and conferences for staff; takes care of travel and/or
accommodations that are needed.
- Serves as back-up to Administrative Assistant or senior office
staff in the scheduling and coordination in the use of City
conference rooms, and other shared City resources.
- Assists with training staff on various computer software
systems.
- Telephones members of various boards and commissions when
needed to establish availability and provide reminders of meetings.
Orders meals for meetings as needed.
- Responsible for maintaining department supply cabinets and keep
them stocked and organized.
- Responsible for assuring that all forms, customer tip sheets
and handouts are sufficiently stocked and available for
customers.
- Maintains department "will call" basket. Contacts customers for
pickups and returns.
- Prepares conference room for staff meetings. Includes setting
up tables, chairs, meeting supplies and refreshments.
- Assists with booking virtual appointments by generating lists
of appointments, reminding staff, and ensuring that the public is
set up with the appropriate staff for their inquiry.
- May act as passport application acceptance agent, which
includes reviewing and processing applications for compliance with
U.S. State Department requirements, and providing extensive
informational services related to all facets of passports.
- Financial Responsibilities
- Tracks and reconciles registrations, payments, and transactions
from a variety of internal and external sources.
- Performs research projects for senior staff members.
- Prepares and enters required purchase requisitions into the
City accounting system. Verifies accurate billing amounts from
vendors before entering into accounting system and follow-up with
bills that are not correct. Ensures proper budgetary coding and
approval codes to streamline payments and forwards to the Finance
Department.
- Processes purchase orders by checking packing slips with
purchase orders, matches invoices, ensures items are received
and/or follows-up with deliveries. Receives items in the City
accounting system and forward to Finance for payment.
- Keeps and accounts for the monthly use of purchasing credit
cards for departmental use; also tracks credit card accounts for
the department.
- Responsible for cash/check handling, customer billing and
refunds.
- Data Collection/Entry
- Assists with data collection, analysis, and reports.
- Tracks and enters data including but not limited to: stock
inventories, labor hours, equipment usage and materials used.
- Organize/Process Information
- Processes and disseminates confidential records and information
in compliance with public disclosure laws and Department rules and
regulations.
- Utilizes various computer software programs to perform work
duties including word processors, spreadsheets, databases and
specialized software and applications (document retention, permit
tracking and/or inventory tracking).
- May attend and record public meetings in the absence of the
recording secretary. May be responsible for attending meetings and
producing minutes of team and committee meetings.
- Proofs, edits and types a variety of documents for the
department managers and staff including: memos, correspondence,
accident reports, inventory lists, budget information, surveys and
training information and forms.
- Prepares, assembles, and distributes meeting packets for City
boards and commissions and City Council Committees. This requires
extensive use of office copying equipment.
- Performs research projects for senior staff members.
- Assist with distribution of department public meeting minutes.
Routes to staff for editing, makes revisions, distribute to
appropriate governing body for signature.
- Processes for distribution informational bulletins to all
department staff.
- Attends and records public meetings in the absence of the
recording secretary. Responsible for attending meetings and
producing minutes of team and committee meetings.
- Records Management
- Creates and maintains file systems, ensuring required files,
forms, correspondence, and other documents are appropriately filed
and available.
- May serve as a records management representative for
department. Annually catalogs and archives records according to
Washington State Archival Retention Document guidelines.
Coordinates records destruction of out-of-date items and stores and
organizes off-site storage of new items according to retention
schedules.
- Maintains department filing system, sets up department
files.
- Sends and orders files from archives using the online archive
database. Organizes and maintains archive log.
- Other Duties
- Develops office procedures and routines, as necessary.
- Serves as notary public, notarizing City documents (depending
on department requirements).
Peripheral Duties:
- Performs functions as assigned in the City's emergency response
plan in the event of an emergency.
- Performs duties in the absence of other administrative
staff.
- Handles confidential files and information.
- Participates in support personnel hiring and training.
- Performs other related duties as required to ensure efficient
office operations.
- Acts as liaison between the Department and other City
Departments to ensure efficient coordination of activities.
Knowledge, Skills and Abilities
- Knowledge of general office administration procedures,
concepts, and automation applications.
- Knowledge of basic filing and Recordkeeping practices.
- Knowledge of written business communication/report-writing
techniques.
- Knowledge of database management.
- Knowledge of basic mathematical computations.
- Skilled in customer service and public relations in person or
on the phone.
- Skilled in problem solving, organization and planning.
- Skilled in attention to detail and accuracy
- Skilled in using office equipment such as phones, copiers, fax
machines and multi-line telephones.
- Skilled in using computers and related software
applications
- Skilled in effectively communicating, both orally and in
writing.
- Ability to obtain a basic knowledge of Department standards and
procedures.
- Ability to work cooperatively and effectively with all levels
in the organization, outside consultants/vendors, other agencies
and the general public.
- Ability to use independent and discretionary judgment
effectively.
- Ability to assess and prioritize multiple priorities.
Qualifications
Minimum Qualifications:
- Education: High school graduate or GED.
- Experience: 2 years of increasingly responsible administrative
experience.
- 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:
- Possess or ability to obtain Washington Notary Public license
within 6 months of hire if needed, paid by the City.
- Passport acceptance agents must be U.S. Citizens and certified
by the U.S. Department of State.
- Intermediate computer experience.
- Must be proficient in the use of word processing, spreadsheet
and database software programs and personal computers.
- Excellent written and verbal communication skills.
Other
Physical Demands and Working Environment:
Performs work in an office environment. Prolonged periods of
sitting and computer keyboard entry is a routine part of this job.
Must be able to work at a copier for long periods of time. Must be
able to lift up to 35 pounds.
Selection Process
Position requires a resume and cover letter (letter of interest)
for consideration of application. Please note how you meet minimum
qualifications within the cover letter. This position is open until
filled, with a first review date by the 10th day of initial
posting. Applicants who are selected for next steps in the hiring
process may be invited to online testing and interviews.
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.
Keywords: City of Kirkland, Shoreline , Temporary Office Specialist, Administration, Clerical , Kirkland, Washington
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