The City of Renton is recruiting for an experienced office professional to join our Finance department. In the Administrative Secretary 1 position you will support the Finance Department in a variety of ways and will coordinate and work with Department Administrators, Directors, Managers and teams to ensure smooth operations and daily functions.
This position involves regular interaction with both internal and external customers, so it would be beneficial for the candidate to possess strong communication, customer service, and problem-solving skills, along with the ability to take initiative. Additionally, being organized is important, as the role requires multi-tasking and the ability to shift focus to meet deadlines effectively.
Minimum Requirements
EDUCATION, EXPERIENCE, AND LICENSE REQUIREMENTS:
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Minimum 3 years of increasingly responsible administrative support experience.
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Valid driver’s license.
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Successful passing of a required driving record check.
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Successful passing of a required background and credit check.
Working for the City of Renton comes with an excellent benefits package, including:
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Deferred compensation with the City contributing 3% of the employee's salary.
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VEBA Plan with the City contributing 1% of the employee’s salary.
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Medical, dental, vision and life insurance at affordable rates.
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Paid leave for vacation, sick, eleven holidays and two "personal" holidays a year.
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State of Washington Department of Retirement Systems Public Employee Retirement Systems (PERS) plan enrollment
NOTE: We have adopted an anonymous application process that prevents hiring managers from seeing personal identifiers during the initial application review, such as candidates' names, contact information, etc. For that reason, you will not have the ability to attach any documents to your application, including a cover letter or resume. You must thoroughly complete the applications’ education and work experience section in chronological order. You must also provide a thorough response to each of the Supplemental Questions. Please make sure to submit a complete, detailed, and updated job application as described above without any personal identifiers included. Failure to do so may result in elimination from further consideration.
ESSENTIAL FUNCTIONS:
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Plan and perform complex administrative office coordination; relieve supervisor of technical, clerical, and administrative duties.
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Create, prepare, process, and track a variety of contracts, correspondence, memos, reports, and other materials; edit and proofread documents for proper grammar and formatting standards. May process high volume of invoices and payments.
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Provide a variety of administrative support to include coordinating mailings, following up with impacted public and other business partners, processing applications and paperwork, and responding to inquiries.
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Maintain information on a variety of databases, systems, displays and websites; provide reports as needed.
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Answer telephones and emails; provide information and assistance to City staff and the public; take messages or refer calls to appropriate staff member, other City department, or public agencies.
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Organize and coordinate office functions, activities, and communications; assure efficient workflow and office operations.
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Maintain complex and comprehensive financial records and files pertaining to departmental expenditures, budget balances, investments, payroll, and operations; prepare status reports, charts, and graphs as requested.
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Prepare a variety of financial and narrative reports, records, and documentation as necessary. Assist in budget projection, preparation, appropriation, and control.
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Assist with the processing of grant applications and maintain records of applications and other program information.
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Operate a variety of business and office machines including, but not limited to, computers, applicable software, copiers, and calculator.
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Assist with development of new and improved systems and procedures because of new policies or directives or routine research and analysis; assist with implementation after securing approval.
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Provide excellent internal and external customer service; greet visitors, ascertain nature of business, and direct visitors to appropriate person.
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Train, schedule, and assign duties to clerical staff if appropriate; may supervise and evaluate the performance of assigned personnel; facilitate the accurate flow of information and work assignments.
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Attend a variety of meetings including staff, board, commission, and committee meetings and prepare meeting minutes as assigned.
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Attend and provide backup coverage as needed at city council meetings.
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May arrange travel schedule and reservations for staff.
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Assist in conducting a variety of studies involving programs, systems, operations, special needs, issues, or activities of an assigned department; research, analyze, and prepare recommendations or conclusions on assigned projects.
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Prepare and coordinate purchase of office supplies, equipment, and other expenditures.
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Provide staff support and administrative assistance to boards, commissions, and committees; prepare reports, agendas, correspondence, meeting minutes, and other materials as appropriate and according to decisions and approved actions.
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Prepare information on a variety of topics for dissemination to the public through the media, presentations, community meetings, and City literature; coordinate efforts with City departments, government agencies, and vendors.
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Participate on a variety of City committees, study groups, and task forces.
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Develop and prepare specifications for departmental projects, contracts, purchases, and equipment; research, prepare, and administer grants.
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Assist with public records requests under the direction of supervisor.
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Contribute to an environment of teamwork and respect.
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Foster a culture of equity and inclusion by recognizing the diverse needs and perspectives of groups and individuals.
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Participate in and help provide cross-training in processes as directed by management to ensure a well-rounded team for coverage purposes.
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Remain current with relevant technological advancements as it relates to field.
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Maintain regular, reliable, and punctual attendance.
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Perform other duties as assigned.
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May be assigned to support City priorities during emergencies.
To review a complete job description, see –Class Specifications | Administrative Secretary 1 | Class Spec Details
PHYSICAL DEMANDS:
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Move throughout City facilities and buildings.
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Some positions may require driving to offsite locations to perform essential functions.
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Operate a computer and other office equipment.
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Communicate with City employees and residents.
WORK ENVIRONMENT:
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Work is performed in an office environment.
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Noise level in the office is moderately quiet.
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Work evening and/or weekend hours as needed.
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Night meetings may be required.
Approved reasonable accommodation requests will be made to enable individuals with disabilities to perform the essential functions of the job.
Selection Procedure:
Please consider visiting the City of Renton's Career Center for more information about our hiring process, benefits and other useful information. The City of Renton embraces a diverse and inclusive workforce and prides itself on promoting collaboration and teamwork in a positive environment while providing high-quality services to the community. For more information about the City of Renton, please visit the following website: Why Renton
The City has adopted an anonymous application process that prevents hiring managers from seeing personal identifiers, including candidates’ names, addresses, and other similar information. This eliminates the possibility of unintentional or implicit bias during the screening of applications. For that reason, you will not have the ability to attach any documents to your application, including a cover letter or resume. Please make sure to submit a complete, detailed, and updated job application.
Accommodation
Individuals needing accommodation in the application, testing, or interview process may contact
[email protected] at least 2 days prior to the need.
Communication from the City of Renton:
We primarily communicate via e-mail during the application process. E-mails from rentonwa.gov and/or governmentjobs.com should be placed on your safe domain list to ensure you receive notifications in a timely manner. As a precaution, you may also want to check your junk e-mail folders. We also communicate via text and encourage you to sign up for text alerts when completing your job application.
Recruitment Process:
The screening process will include a review of minimum qualifications and applicants selected for an interview will be invited via email to self-schedule a time through the Government Jobs account. At minimum, this position will be subject to a standard criminal background check and professional reference check. This position requires driving and is also subject to a driving record check from the WA State Department of Licensing (or other state equivalent). Driving records will be evaluated based on a points system depending on the infraction and severity. This position requires cash handling and/or access to sensitive financial information. For that reason, this position is also subject toa credit check.
