Office Assistant

Job Title

The City of Port Orchard is looking for individuals who want to make a difference for the community.

Salary: $57,720.00 - $66,955.20 Annually

Location:

1333 Lloyd Pkwy, Port Orchard, WA

Job Type: 40 hours per week, eligible for benefits

Pays $27.75 to $32.19 per hour. This position is eligible for bilingual pay, which would increase the base pay by 2% for a range of $28.31 to $32.83.

High School Diploma or GED and one (1) year of experience in an office setting are required. Valid driver's license required upon hire. Out of state candidates are required to obtain a WA state driver's license in accordance with state law.

The Office Assistant I provides assistance in the areas of administrative support services, records management, risk management, purchasing, and data entry to support the Public Works Department.

Job Duties and Responsibilities:

• Greet visitors and receive and route incoming telephone calls for the department.
• Receive, log, and/or resolve citizen concerns and complaints.
• Coordinate the use of the Active Club by maintaining the monthly calendar, distributing and monitoring keys, and creating reservations.
• Perform routine office and clerical duties such as making copies, scanning, faxing, filing, proofreading, and sorting records.
• Accurately interpret, enter, and update various data and information in computer databases and multiple software application programs, including but not limited to word processing and spreadsheet applications related to department functions or activities.
• Produce written documents using established format for letters, memos, labels, agendas, notices, reports, and other correspondence.
• Retrieve, open, stamp, sort, and distribute incoming, inter-office, and outgoing mail and packages.
• Accept and process bids, Requests for Qualifications (RFQs) and Requests for Proposals (RFPs).
• Assist with scheduling appointments, meetings, or reservations of various City facilities for staff and external requestors.
• Aid in setting up meeting rooms and providing appropriate meeting supplies and materials.
• Accurately take meeting notes and prepare written meeting minutes as needed.
• Assist with organizing and maintaining various filing and tracking systems to aid in department compliance with programs such as water inventory, quality and efficiency reports, water and sewer availability letters, water and sewer work orders, latecomer's agreements, developer extension agreements, and bills of sale.
• Aid with developing and documenting office procedures, filing, and tracking systems.
• Assist with compliance efforts as directed.
• Assist with cross-connection and grease trap programs.
• Use mail merge function of software for sending letters and notifications.
• Research and submit documents for public record requests.
• Aid with tracking, scanning, and filing public record responses.
• Order and maintain office supplies for the department, including contacting maintenance and repair vendors when needed.
• Provide support as needed for the annual STEP Pumping and STEP Conversion Program and for the Stormwater Program Coordinator for inspections as needed.
• Assist with inventory tracking and asset management.
• Assist with accounting functions which may include: coordinating orders, receiving and reconciling orders and purchases; monitoring use for various credit and purchasing accounts; forwarding invoices to accounting for payment.
• Assist with administrative support and research as requested or directed by the Public Works Director.
• Aid with completion of special projects as assigned to support department goals.
• Perform duties of Office Assistant II during times of absence.
• Reliable and regular attendance is required.
• Other duties as assigned

Contacts and Relationships:
This position has extensive contact, both over the phone and in person, with the public and members of other departments and agencies.

Working Conditions:

Work is performed in an office environment. Repeated interruption of the work routine is typical. The work area can be noisy and characterized by high traffic. The Office Assistant I will be required to answer telephones and operate computers and other office equipment.

Knowledge, Skills and…