Job Title: Office Assistant
Department/Division: Auditor/Varies
Reports to: Division Manager
Supervises: n/a
FLSA Classification: Non-Exempt
Pay Grade: 100
Employee Group: Courthouse
Revision Date: January 2026
Minimum Education: High school diploma or equivalent.
Minimum Experience: One year of administrative support experience preferred OR any combination of education and experience which would provide the knowledge, skills, and abilities to perform the job.
Minimum Certifications:
- Election Administrator Certification (at hire or obtain within three years) – Election Division positions
- Certified Vehicle Licensing Operator through Washington State Department of Licensing – Licensing-Recording Division positions
- Ability to obtain a Notary Public License
Other Requirements:
- Valid Washington State Driver’s license if driving a vehicle for County business.
- Bilingual in Spanish preferred
POSITION SUMMARY:
This position provides general administrative and elections support to the Auditor’s Office and provides courteous and efficient customer service to the public.
ESSENTIAL FUNCTIONS:
The following duties are essential for this position. However, they are not to be construed as exclusive or all–inclusive. To be successful in this position, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.
• Provides first line customer service to internal and external customers; greets, receives and screens visitors and customers; receives calls on a multi-line phone system and routes calls to appropriate individual or takes messages.
• Addresses and resolves customer questions/concerns as able and refers complex inquiries, requests, or complaints to appropriate staff.
• Processes auto license renewals, licensing and titling of vessels, and title transfers of automobiles and mobile homes.
• Records documents such as property deeds.
• Indexes daily recorded and historical documents.
• Assists in processing, organizing, and maintaining voter registration and election records.
• Handles voter registration inquiries from the public.
• Assists with ballot creation, labeling and preparation of ballot packets during elections.
• Sorts, verifies signatures, opens, scans and adjudicates ballots during elections.
• Assists with ballot box maintenance, such as cleaning, paint touch-ups, and opening/closing during elections.
• Supports the coordination of election-related tasks.
• Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; may prepare out-going mail for the department including bulk and special mailings.
• Composes general correspondence and prepares regularly recurring reports; types and distributes standardizes forms; proofreads and edits documents.
• Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
• Maintains electronic filing, paper filing, and record systems to provide easy access to records and information; provides retention of records as required by Office and County policies.
- Organizes and maintains resource information in a variety of formats.
- Assists other department personnel during peak period of work or for absences.
- Other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of:
- Administrative policies and procedures of the County.
- The County’s and Office’s operating requirements, policies, procedures, and practices; and local, state, and federal regulations related to department programs and operations.
- Current office practices and procedures.
- Operation of standard office equipment and software consistent with this position.
Skill in:
- Organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
Ability to:
- Interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
- Read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position.
- Prepare and maintain accurate and concise records and reports.
- Apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
- Maintain professionalism at all times.
- Maintain effective working relationships with individuals within and outside the organization.
- Maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provisions of the Public Records Act and other applicable State and Federal statutes and regulations.
- Work the allocated hours of the position, including varied schedules during elections.
PHYSICAL AND WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
- Work has standard vision requirements.
- Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
- Hearing is required to perceive information at normal spoken word levels.
- Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
- Work has no exposure to adverse environmental conditions.
- Work is generally in a moderately noisy office setting (e.g. business office, light traffic).
