Administrative Assistant - Economic Development & Human Services Division Limited Two-Year Term - City of Burien

This Two (2) year limited term position is open until filled. However, the first review of applications will take place on Monday, January 20, 2025. Interested candidates are encouraged to apply early.

The City of Burien is committed to achieving racial justice and ensuring the fair treatment of people of all races and identities. We value diverse life experiences and strive to create a workplace that is welcoming to all. While the City of Burien elevates race, we also recognize and honor the complexity of each unique identity and center on the under-resourced and underrepresented.

Our commitment to achieving and sustaining racial justice requires us to be transparent, proactive, and deliberate in all decision-making. We take these steps to help better meet our vision of creating a vibrant and creative community, where residents embrace diversity, celebrate arts and culture, promote vitality, and treasure the environment.

General Position Summary

Performs intermediate level clerical work coordinating and ensuring the efficient professional provision of administrative support for a city division or function.

Essential Functions

• Assists with cross departmental communication.
• Assists with scheduling department meetings for internal/other staff and external partners.
• Assists with department graphics and PowerPoint presentations.
• Assists with commissions - Taking minutes, creating the agendas, sending materials for translation, sending the agenda packets to members, ensuring the approved minutes are published for public consumption. Must be present (in-person) at some meetings to assist with set up of the room, and letting commission members into the building, and for the recording of minutes.
• Business Survey (2025) - Assists with the creation, compilation, and organization of the survey and the results.
• Creates, maintains, and updates computer database files for a variety of division uses, inputs information, and produces reports.
• Downloads and organizes reports and invoices for Manager/Coordinator review and approval. Submit invoices for City Manager or direct payment to agencies. Provide 1st touch in ensuring contract requirements are met prior to payment.
• Engages in research activities for projects.
• Exercises initiative, independent judgement, and critical thinking in performing administrative duties to provide support, resolve problems, analyze data, make decisions, and track division issues.
• Interacts with the general public, contractors, and other city/state agencies and ensures effective communication or transfer of information.
• Maintains tracking systems for matters requiring action on a periodic basis.
• Maintains a general knowledge of division operations, projects, policies, procedures, systems, and staff assignments.
• Maintains up-to-date division information on the City's website.
• Manages special projects and assignments covering a wide variety of subjects requiring moderate knowledge of procedures and policies of the assigned division.
• Oversee all records associated with agencies the City funds including reports, approval of insurance, contracts, correspondence, and project information.
• Processing invoices and contracts.
• Provides resources and referral information to City residents in need.
• Provides regular and predictable attendance to assure coverage for phones and walk in customers.
• Provides and maintains a high level of quality customer service at the City Hall front counter via phone or in person contact. Receives complaints and requests, provides general information, refers individuals to appropriate departmental staff or external agencies.
• Reviews specific programs, operations, issues, or activities of the division and recommends and implements improvements to office coordination and systems.
• Schedules appointments, conferences, or class registrations, and arranges for division travel, lodging, and transportation as needed.
• Tracks and reports itemized division expenditures and revenues. May assist with budget preparation and projecting.

Secondary Functions

• May serve on and participate in various employee committees.
• Other duties as assigned or required.

Education and/or Experience

Graduation from high school or equivalent and two years of progressively responsible administrative experience OR any combination of education and experience that would fulfill the requirements of the position. Preferrable experience includes fluency in Spanish, front facing customer service administrative support, and working for a municipal organization.

Special Requirements

• Ability to speak a secondary language highly desired but not required.
• Successful completion of pre-employment background check. Some positions may also require a credit check.
• Valid Washington State Driver's license with satisfactory driving record.

Notices

• The City of Burien believes that each employee makes a significant contribution to our success. This job description is designed to outline primary duties, qualifications and job scope. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
• The City of Burien is an Equal Opportunity Employer and assures equal employment practices regardless of sex, race, color, creed, religion, national origin, pregnancy, age, marital status, honorably discharged veteran or military status, sexual orientation, genetic information, disability, or any other basis prohibited by local, State or Federal law.
• Verification of identity and United States work authorization must be completed before employment commences as required by the Immigration Reform and Control Act.
• Applicants will be evaluated on the basis of education and related experience. Highly qualified candidates may be invited to participate in interviews. Candidates may be asked to respond to supplemental questions in writing and to supply illustrative examples of work. A test may also be administered to assess relevant skills. Additional references may be requested of finalists.
• If you need special accommodation in the application or examination process, please contact Human Resources at (206) 248-5504.
• The City of Burien has a no smoking policy in all City facilities and all City vehicles.