Salary : $4,551.73 – $6,678.53 Monthly
Location : Oak Harbor, WA
Job Type: Full time
Job Number: 23031
Department: Public Works
Division: Facility – Administration
Opening Date: 08/15/2023
Closing Date: 8/31/2023 11:59 PM Pacific
FLSA: Non-Exempt
Bargaining Unit: N/A
Join our City of Oak Harbor team to help build a legacy of commitment to excellence in diversity, equity, and inclusion in our vibrant waterfront community.
Description
Applications Reviewed when Received
Open Until August 31, 2023
Salary placement based on relevant/equivalent experience
(Min-Max): Level I $26.26-$34.93; Level II $27.59-$36.69; Senior $28.97-$38.53
The City of Oak Harbor Public Works Department is the City’s largest department with eight (8) divisions. Reporting to the Director of Public Works and direct supervision by the Central Services Supervisor, this position coordinates and performs administrative duties for all the Public Works divisions. Duties include providing customer service functions to internal and external stakeholders, front desk reception, and high-level administrative support to the Public Works Director, Operation Manager, and division supervisors. The incumbent is responsible for regular collaboration with other City departments-administration, finance, human resources, development services, information systems, marina, senior center, police and fire, and other outside agencies such as contractors/vendors, County, and State agencies. The incumbent is expected to exude high level of professionalism, accountability, confidentiality, attention to detail, flexibility, and adaptability and be able to operate in a fast-paced work environment.
Essential Job Functions
- Assist the Public Works Department with confidential secretarial and administrative assistant duties.
- Perform day-to-day front desk reception, customer service, communications, and resource functions.
- Listen to stakeholder concerns and assess how to resolve them accordingly at the lowest level possible.
- Respond to general public inquiries and requests about City services, procedures, and contacts in a courteous and positive manner, under stressful situations, using positive communication techniques.
- Handle customer complaints, complete Citizen Action Requests, and distribute accordingly to appropriate divisions.
- Help facilitate a smooth flow of communication within the department by means of timely coordination and collaboration on matters and issues with the affected or would-be affected parties.
- Maintain meeting schedules and calendars.
- Establish and maintains filing systems, including updating, transferring, and purging files for departmental records with the guidance and direction from the City’s Public Records Officer (PRO).
- Establish and maintains effective and cooperative working relationships and teamwork with supervisors, City officials, other City departments, co-workers, vendors, business representatives and the public.
- Draft and prepare correspondence, i.e., departmental correspondence, letters, memorandums, purchase orders, invoices, and forms, from dictation, hand-written drafts, or verbal instructions, using accepted business writing format.
- Prepare, format, edit, and proofread reports and documents for grammar, spelling, and punctuation discrepancies, with a high degree of accuracy.
- Compile and research data from varied sources and prepare reports as requested.
- Create and prepare agenda bills for City Council and all other Public Works department meetings, attend meetings, take meeting minutes, and prepare follow-up reports for meetings.
- Manage the department’s random drug and alcohol testing (with Human Resources, AWC, and A WorkSafe Service) for employees who hold Commercial Driver’s Licenses (CDLs).
- Prepare, verify, process and submit employee timesheets to the payroll specialist for payroll processing.
- Maintain leave calendar for Public Works staff. Verify printouts of monthly leave balance reports and resolve discrepancies with the Human Resources Department.
- Compile and compute monthly labor and equipment usage, using the work order/maintenance management system, and determine costs of Annual Community Events for the department.
- Assist the Central Services Supervisor with the department’s cost accounting functions, including internal billing fund transfers and inter-fund charges for services.
- Support division supervisors with tracking budget expenditures, researching information and data analysis.
- Coordinate and collaborate travel arrangements for department employees for training purposes, including preparing training requests and travel advances for signatures, registering employees for training, making room reservations; tracking and calendaring employee training.
- Apply for NAS Whidbey Island Security Badges for base access for employees, maintain files and expiration dates.
- Maintain, schedule, track, and timely document specialized training for the Public Works Department staff, such as Flagger Certification, First Aid/CPR, Bloodborne Pathogens, etc., and maintain employee training files.
- Maintain, track, and timely document annual certifications, licenses, and memberships with Human Resources for department staff and ensure renewals and payments are made.
- Prepare invoices for accounts receivable to miscellaneous revenues and submit reports to Finance Department. Independently follow up on payments and send second and third notices as required.
Associated Job Functions:
1. Attend various workshops, continuing education, meetings, seminars, and conferences.
2. Perform other duties and responsibilities as assigned.
Performance Requirements (Knowledge, Skills, and Abilities):
To perform this job successfully, the incumbent must be able to perform each essential duty satisfactorily. The list below is representative of the knowledge, skills, and/or abilities required for this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to work, adapt, and thrive in a fast-paced work environment.
- Ability to quickly acquire a thorough knowledge of the department, working relationships, people, and diverse personalities, as well as the City’s administrative procedures, mission, vision, and management.
- Knowledge of the general principles of public administration and organization, including familiarity with public works related department policies, practices, and procedures.
- Extensive knowledge of office management, secretarial, administrative, public relations, budgets and accounting, internet, computer, and project management practices. Ability to apply a current knowledge of administrative and secretarial practices and procedures to varied and recurring situations.
- Ability to work independently, with minimal supervision, to meet broad work expectations; be a flexible self-starter, manage projects, be proactive, prioritize work, mesh numerous assignments and cope with interruptions, last minute changes and rigid deadlines.
- Ability to deal with the public in stressful situations. Skills and abilities to assist in facilitating and coordinating day-to-day customer services.
- Ability to attend meetings when required and to record and transcribe meeting minutes accurately.
- Ability to utilize standard office equipment including personal computer and a broad variety of associated software, as well as ability to learn and readily apply new specialized data systems.
- Knowledge of accounting, budgeting, payroll, timekeeping, billing, and scheduling principles.
- Ability to communicate effectively both orally and in writing, and to maintain confidentiality of materials and situations.
- Thorough knowledge of business English, spelling, grammar, vocabulary and punctuation.
- Written skills and ability to compose complex correspondence and reports from written drafts and oral instructions as well as ability to research, organize and compile data into meaningful reports.
Qualifications & Requirements
An equivalent combination of education, training and experience that provides the required knowledge, skills and abilities will be considered.
- Preference will be given for experience in a municipal or public sector agency environment.
- Proficient computer operation skills and experience with a variety of software programs including Microsoft products, database, customized and menu-driven programs.
- Valid Washington State driver’s license or otherwise establish the ability to perform the job in an equally efficient manner without driving.
- Must pass background and driver’s record checks.
Administrative Assistant I:
- High school diploma/GED equivalent.
- One (1) year experience in an administrative assistant position providing support to a division or department.
Administrative Assistant II:
- High school diploma/GED equivalent with two years of college-level coursework or vocational training in a combination of office management, accounting, administrative, secretarial, and/or business skills.
- Three (3) years experience in a responsible administrative assistant position providing support to a division manager or department director, preferably in a public works setting.
Administrative Assistant Senior:
- Associate’s degree or two years of college level coursework or vocational training.
- Five (5) years of extensive and progressively responsible administrative and secretarial experience providing support to senior-level management or a key administrator, preferably in a municipal or public sector agency environment.
- Must have premier customer service skills and accomplishments such as involved with office communications, office coordination, problem solving, multi-tasking, and day-to-day project research and administration.
Working Environment & Physical Demands
The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed in an office environment, experiences frequent interruptions, requires day-to-day travel to other City locations, and provides support to staff and the public. Work requires a normal range of hearing and visual acuity and speaking ability to interact with individuals in person and on the telephone; eye/hand coordination and fine manipulation skills to operate a personal computer, telephone system, and other typical office equipment, as well as the ability to sit for extended periods of time and to walk throughout the facilities including climbing stairs. Also must reach, twist, turn, kneel, bend, squat and move files and boxes up to 30 lbs.
The City of Oak Harbor is an equal opportunity employer. All qualified applicants will be considered for employment regardless of age, sex, marital status, sexual orientation, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability or any other status protected by law.
The City of Oak Harbor offers a generous benefit package to our employees that include:
Vacation and Sick Leave Accrual
Sick leave accrual is 8 hours per month.
Full-time employees receive vacation accrual on the following schedule.
Years of Service Vacation Accrual Rate
- 0 to 5 years – 8 hours/month
- 6 to 10 years – 10 hours/month
- 11 to 15 years – 13.33 hours/month
- 16 to 20 years – 15 hours/month
- 21 plus years – 16.66 hours/ month
The vacation accrual rate for a part-time employee shall be pro-rated as a percentage of the full-time rate.
Holiday Pay
The City provides eleven (11) paid holidays per year plus two (2) floating holiday of your choice (total of thirteen (13) days).
Medical Insurance
A choice from three options is provided through the Association of Washington Cities (AWC).
- Kaiser $200 Deductible Health Plan,
- Regence High Deductible Health Plan (with a City funded HSA)
- Regence HealthFirst 250 Health Plan.
The City pays 100% of the premium for a full time, regular employee (32 hours or more) and 80% of the premium for spouse and dependent children.
Part time employees who work 20 hours or more per week are eligible for full benefits but must pay for spouse and dependents coverage.
Vision Insurance
Vision Service Plan -The City provides a paid family vision plan which covers a yearly exam per person and a portion of vision hardware (frames, lenses and contacts) depending upon the use of accepted network providers.
Dental Insurance
Washington Dental Service/DELTA is preventive, incentive-based dental coverage provided through Association of Washington Cities, and pays as follows: 70-100% preventive, 70-100% basic, and 50% major dental to a maximum of $2000/person/year. Included is an orthodontic rider for children of 50% orthodontic expenses to a maximum of $1000 per child/lifetime. The City pays 100% of the premium for a fulltime, regular employee and 80% of the premium for spouse and dependent children.
Part time employees who work 20 hours or more per week are eligible for full benefits but must pay for spouse and dependents coverage.
Washington State Retirement Programs
Required pension plan for all City employees. (Public Employee Retirement System) plans 2 or 3 is for all general City employees.
LEOFF (Law Enforcement Officers and Firefighters) plan 2 is for safety service employees.
PSERS plan 2 is for Public Safety Service Officers (Corrections Officers).
(% of gross income) vary for the plans. The City makes a contribution as well.
Basic Life Insurance & Long Term Disability
The City pays for a $25,000 basic group life insurance policy as well as a long term disability policy for employee only through Standard Insurance Company.
Wellness Program
The City of Oak Harbor is committed to promoting employee health and wellness, and offers a Wellness Program with fun and varied activities where regular employees can earn points to qualify for a wellness day off.
Employee Assistance Program
Free, professional and confidential counseling is available through our Employee Assistance Program (EAP) via ComPsych. EAP is available to the employee and their immediate family, including their dependent children and anyone living in their household. Guidance counselors are available 24 hours a day, 7 days a week to arrange an appointment with a qualified counselor in your area. Visit the for more information.
Other benefit options include the following:
- Voluntary Group Life Insurance– in addition to our life insurance policy this is a self-paid option.
- Deferred Compensation Plan – Mass Mutual or Wash State DCP- in addition to our city offered pension plan, this is a self-paid option.
- Colonial Life & Disability – This is a self-paid individual and/or family coverage for Cancer Care, Short Term Disability, Life, Accident, Critical Illness and more
- Flexible Spending Account (FSA)- Pre-Tax deductions (IRS 125 Flexible Spending Account) for unreimbursed medical expenses and/or dependent day care
- Health Savings Account (HSA)- Funded by the City, $3,500 individual, $7,000 family per year. Must be on the Regence High Deductible Health Plan (HDHP)
01
Do you have a high school diploma or GED equivalent?
- Yes
- No
02
Please select your highest level of completed education.
- Some high school
- High school diploma/GED
- Some college, vocational, business, or technical training
- Associates Degree
- Bachelors Degree
- Masters Degree
03
Please list any areas of study, degrees, professional licenses or certificates you hold as related to this job.
04
How many years of experience do you have in a progressively responsible administrative or secretarial role providing support to a division manager or department director, preferably in a public sector environment?
- 0-1 years
- 1-2 years
- 2-3 years
- 3-4 years
- 4-5 years
- 5 or more years
05
Please describe your skill level and experience with computers and software or programs including MS Word, Excel and Outlook.
- Basic Computer and Operations
- Intermediate Computer and Applications
- Proficient Computer and Applications
- Advanced Computer and Applications
06
Please describe your customer service skills and accomplishments such as involvement with office communications, office coordination, problem solving, multi-tasking, and day-to-day project research experience as a secretary or assistant in a high volume work environment.
Required Question