Administrative Specialist III

Open until filled. Cutoff for first review of applications: 8 am, October 19, 2026. Applications received after this cutoff may not be reviewed.

This vacancy is in the Planning and Community Development Department. The City is seeking an Administrative Specialist III to join the Permit and Administrative Services team. This team serves as leads on administrative, permitting and staff services within the department.

The ideal candidate is a self-motivated individual with strong communication, administrative and organizational skills looking to support and collaborate with co-workers while serving the community. To be considered, candidates will have:

• Customer service experience;
• Contract and/or construction administrative experience; and
• Microsoft Office proficiency.

Some familiarity with municipal operations and committee administration is desired. Following application submission, selected candidates may be required to complete an online written test.

The Administrative Specialist III functions as a lead on all administrative and staff services within a specific department. Positions in this class perform highly complex and diverse specialized program support activities. Duties vary depending on assignment, and typically include planning and coordination of regular department functions, developing and maintaining administrative procedures and evaluating procedures and revising as necessary.

The City of Bainbridge Island is a vibrant community with small-town feel, 52 miles of scenic shoreline and densely forested areas. Our employees are the most important asset in preserving and enhancing the special character of the Island, and in responding to the community's needs. The City provides competitive salaries, outstanding benefits and professional growth opportunities.

The Administrative Specialist III is distinguished from the Administrative Specialist II class in that positions at this level perform the more technically complex and responsible support tasks involving significant consequence of error. Some essential functions are applicable to all areas, and some are specific to a department/assignment area.

• Functions as a support member to the department and works with colleagues to plan and perform administrative projects and daily activities.
• Coordinates and performs administrative duties to support department functions; serves as a resource on City and department standard operating procedures.
• Coordinates and performs department customer service and communications duties, including public outreach activities.
• Assists with contract administration.
• Oversees development and maintenance of department web pages, in coordination with project and division managers and Communications Manager.
• Coordinates department-related public disclosure requests, communicating with the City Clerk regarding research and response as needed.
• Reviews, audits, organizes and preserves information and records in accordance with state retention requirements.
• Coordinates and performs internal services, utilizing multiple database functions. Collaborates with other departments on administration and improvement of cross-department processes.
• Provides backup assistance to other staff members as needed.
• Maintains timely and regular attendance.
• Other duties as assigned.

• Prepares legal notices for publication/mailing.
• Distributes incoming mail; processes outgoing mail; processes invoices and refunds; coordinates supply orders.
• Organizes public meetings, including advertising and setting up and taking down related facilities and equipment; and coordinates preparation of notices, agendas, minutes, letters, memoranda, reports and other department or citizen committee communications.
• Prepares, scans and indexes documents into permit tracking system.
• Supports hearing examiner processes.

• Assists with budget and contract administration; may approve invoices based on policy.
• Assists with project and performance audits.
• Assists with drafting and preparation of City Council agenda items.
• Coordinates, schedules, and supports bid openings.

Graduation from high school or General Equivalency Diploma, supplemented with continuing education, and 3 years of office clerical support experience is preferred; OR any combination of experience, education and training that would provide the level of knowledge and ability required.

• General municipal government policies, procedures, terminology and related…