Job Information
City of Lacey Department Assistant III - Public Works in Lacey, Washington
Department Assistant III - Public Works
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Department Assistant III - Public Works
Salary
$5,543.70 - $6,589.94 Monthly
Location
Lacey, WA
Job Type
Full Time
Job Number
2024-00053
Department
Public Works
Opening Date
06/25/2024
Closing Date
7/9/2024 5:00 PM Pacific
Description
Benefits
Questions
BASIC PURPOSE
Reporting to an Executive Assistant I, under limited supervision, the Department Assistant III is responsible for accounting, office management, financial, and/or computer support services for a Department or large Department Division. This position is responsible for duties which include, but are not limited to, providing customer service and administrative/technical support services; assisting with special projects; and working as the department’s assigned records coordinator.
A first round of interviews is tentatively scheduled for the last week of July.
Please note: the Hiring Manager reserves the right to make changes to this posting at any time. This recruitment may be used to fill other positions of the same job classification. Once all the position(s) from the recruitment announcement are filled, the recruitment may only be used to fill additional open positions for the next six (6) months.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties include but are not limited to the following:
Provides administrative, office management, computer support, and accounting assistance to a City Department or large Division and assists staff with adherence to City and departmental policies and procedures.
Acts as first point of contact and responds to inquiries and requests from the public, other agencies, and internal customers. Exercises independent judgement in handling inquiries/requests/problems and determines the appropriate initial course of action that are routine in nature. Other customer support duties performed vary broadly in nature depending on the individual departmental needs.
Assists department staff with technical or financial support and may participate as a member of project teams or on committees as assigned. Utilizes specialized technical training and/or skills to support staff in the field pertinent to the assigned department (e.g. financial experience to assist with timesheet processing).
Exercises independent administrative judgment while coordinating and performing the administrative and clerical support services of assigned Department or Division.
Provides technical support to department staff in the use of computer programs (word processing, spreadsheets, graphics, and record systems). Assists with preparation of complex financial accounting reports. Retrieves and compiles data as requested.
Coordinates arrangements for meetings, such as reserving meeting spaces, inviting participants, preparing agendas, setting up audio/video or computer equipment, and/or taking minutes.
Assists department staff with making travel arrangements and registering employees for training, conferences, and professional development courses.
Assists with assigned special projects, responding independently to routine correspondence and coordinates administrative details. Research complex problems as assigned and provides troubleshooting assistance over the phone to department staff or community members.
Assists with developing and maintaining departmental filing systems, including databases, to facilitate access to department data or documented information. May be assigned to be the Department's Records Coordinator, working with the City Clerk Office and department staff in response to public records requests.
Sorts and distributes incoming mail. Prepares shipment documents for mailing packages.
Assists in research and coding of department invoices to the appropriate budget accounts. Accesses City systems or software programs to research department questions, generate reports, perform data entry or monitor financial information.
May be assigned to support various programs within the assigned department. Program support may include coordinating information with outside organizations, tracking financial information, reviewing documents for compliance with program requirements and various data entry tasks.
May have to handle emergency calls, dispatching field staff, and may be assigned as the first point of contact during all emergent situations (e.g. weather events, power outages, etc.)
Other Duties Assigned
- Performs other duties as assigned.
QUALIFICATIONS
High school graduate or G.E.D. AND three (3) years of increasingly responsible direct administrative functions such as office management, communications, writing, computer applications, customer service, and accounting experience in a busy, public oriented office with a minimum of two years of similar functions relating to the work activities of the assigned department or division.
OR
An Associate's degree in accounting, office management, business administration, or a related field AND one (1) year of increasingly responsible direct administrative functions such as office management, communications, writing, computer applications, customer service, and accounting experience in a busy, public oriented office with a minimum of two years of similar functions relating to the work activities of the assigned department or division.
- May have a combination of experience, education, and training that would substitute for the above requirements.
SPECIAL REQUIREMENTS OR LICENSE(S):
Must pass a background investigation which may include a financial background investigation and successfully complete reference checks.
Must maintain a level of physical and mental fitness necessary to perform the essential functions of the position, with or without a reasonable accommodation.
Must be attentive to job safety considerations and follows all required safety policies, procedures and techniques.
Must possess and maintain a valid Washington State driver's license and a driving record acceptable to the City and the City's insurance carrier, OR must be able to provide own transportation to and from job, meetings, and related job sites.
Verification of identity and United States work authorization must be complete a required by the Immigration Reform and Control Act
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
General office procedures plus some familiarity with the general principles of public administration and a municipal organization.
City and specific departmental policies and procedures.
Policies, practices, procedures, and related technical skills utilized in an administrative office.
Modern office procedures, methods, and equipment including computers and computer applications such as: word processing, spreadsheets, and statistical databases.
Customer service standards and interpersonal skills using tact, patience, and courtesy.
Mathematic computations necessary to accurately perform assigned work.
Effective oral and written communication principles and practices (e.g. plain talk guidelines, appropriate use of English language, style, spelling, grammar, and punctuation).
Skill In:
Communication of complex and sensitive information in a professional manner.
Diplomacy and presenting a positive image of the City, both verbally and in writing.
Using sound judgment, being dependable, and meeting scheduled timelines.
Interpreting, applying, and explaining rules, regulations, policies, and procedures.
Responding to inquiries or complaints from customers, staff, management, and members of the general public or referring them onto the appropriate individual or department.
Utilizing software required to perform assigned work and creating spreadsheets, reports, databases, emails and other correspondence.
Performing support services that are pertinent to the assigned department
Ability to:
Perform research, organize, and present findings.
Deal sensitively with confidential and/or financial material.
Coordinate total efforts to accomplish a task or provide a service.
Coordinate and carry on a number of activities simultaneously under stressful and busy conditions.
Prioritize work to meet deadlines.
Exercise independent administrative judgment.
Accurate typing speed of 55 wpm and 10-key speed of 8,000-10,000 kph.
Work independently from general instructions and broad work expectations with minimal direction.
Perceive when non-routine activities are required and offers to help without needing to be asked.
Make efforts to modify workload to assist with an emergent problem, assignment, or project whenever feasible.
Establish and maintain effective working relationships with coworkers, employees, department officials, elected officials, and the general public.
Listen to and resolve problems in a manner that is responsive to the needs of the customer and promotes professional customer service.
Communicate effectively verbally and in writing to diverse audiences.
Positively represent the City, projecting a professional image, and demonstrating department mission, vision and/or values.
Meet any dress and/or grooming expectations appropriate to position.
Maintain regular, reliable, and punctual attendance.
The City of Lacey understands the importance of benefits and offers a competitive and full benefits package for all regular full-time employees.
Generally, represented employees may receive some, or all, of the benefits listed below, based on their union contracts. Those employees should consult their union agreements for specific information about their benefits, which can be found on the City web page here (http://www.ci.lacey.wa.us/city-government/city-departments/human-resources/union-contracts-and-policies) . This position is represented by the American Federation of State, County and Municipal Employees (AFSCME) Local 618-L.
Medical Insurance Benefits:
- Medical - Choice of Regence BlueShield (PPO) or Kaiser Permanente (HMO) plans offered through the Association of Washington Cities (AWC) Trust.
The employer pays 100% of employee's monthly premiums and 90% of qualified dependent/domestic partner's premiums.
Vision - VSP with low co-pays
Dental – Choice of Willamette or Delta Dental plans and orthodontia coverage.
Employee Assistance Program (EAP) – Program that provides resources to employees, their immediate family (including dependent children) and anyone living in the employee’s household. The EAP can provide help with matters such as stress/anxiety, parenting, grief, workplace issues, legal services, financial services, and more.
Life Insurance & Long Term Disability & Accidental Death and Dismemberment
Employer paid life insurance plan
Employer paid long term disability plan
Employer paid accidental death and dismemberment plan
Leave Benefits:
96 Hours of Vacation on Accrual Basis (increasing with years of service)
11 Paid Holidays
2 Floating Holidays
8 Hours Sick Leave Accrued per Month
Jury Duty/Military Leave
Bereavement Leave
*All benefits and accruals are outlined in the collective bargaining agreement found here: Policies, Union Contracts, Pay & Benefits - City of Lacey (https://cityoflacey.org/union-contracts-policies-pay/)
Investment and Retirement Programs:
State retirement pension plan – Includes employer paid contributions to the State of Washington State Department of Retirement Systems (DRS)
457 Deferred Compensation (voluntary)- two options MissionSquare and DRS
Social Security benefit (for Public Employee Retirement Systems (PERS) covered staff) – Our Employee Benefits include employer paid contributions to Social Security and Employees pay the employee portion of Social Security tax.
HRA/VEBA plan- A designated monthly amount (a City and/or employee contribution) is paid into a Health Reimbursement Arrangement (HRA) VEBA account. An HRA is a type of health plan savings account for your family’s medical care expenses and premiums, which can be accessed during employment with the City or saved and used at separation or retirement.
1-2% Benefit - Employer provides contributions between 1-2% (depending on position type) of your monthly salary pre-tax towards two options; 1) applied to insurance premium amount owed for dependent coverage or invested into a 457 deferred compensation account; OR a cash disbursement amount applied to your check monthly but the amount is taxed.
Voluntary Benefits:
Optional plans for additional life insurance, disability, and accident coverage
Flexible Spending Account (FSA) Plan - employees can contribute pre-tax contributions toward IRS allowed, qualifying medical and/or daycare expenses.
Wellness Program:
- The City has a robust employee Wellness program that offers a variety of resources and activities for employee well-being.
Flexible Working Arrangements:
In recognition of Commute Trip reduction efforts, the City of Lacey provides flexible and alternative work schedules for many of our workforce positions.
City Hall is within minutes driving from I-5 Exit 108, and within walking/biking distance from Park and Ride Transit Martin Way Location and the Chehalis Western Trail.
Tuition Reimbursement:
- The City promotes a learning environment and encourages opportunities for employees to continue to grow in their positions and careers. The City offers tuition reimbursement (as outline in City Personnel Policies) for eligible employees.
Public Service Loan Forgiveness Program (PSLF):
- Employees are also eligible to apply to The Public Service Loan Forgiveness Program. This program is a United States government program that was created under the College Cost Reduction and Access Act of 2007 to provide indebted professionals a way out of their federal student loan debt burden by working full-time in public service.
*Note: Regular part-time employees may be eligible for pro-rated benefits (medical/dental/vision) depending on the hours of work assigned to the position. Their spouses and dependents are not eligible for health insurance coverage.