Administrative Assistant

The City of Kirkland's Fire Department is seeking to hire an Administrative Assistant!

Why Kirkland?

• 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.

• 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.

• 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 711.