Administrative Specialist - M&O

Description

The City of Pullman’s Public Works Maintenance & Operations Division is looking for a dedicated individual who wants to make a real impact in our community. Our team supports essential city services across Maintenance, Operations, the Equipment Rental Division, the Wastewater Treatment Plant, and Business Services—ensuring Pullman stays safe, clean, and thriving for everyone.

As part of our team, you’ll work alongside skilled professionals who take pride in serving both internal and external customers with reliability, integrity, and care. Whether it’s maintaining critical infrastructure, supporting citywide operations, or helping residents through seasonal challenges like snow and ice control, your work will matter every single day.

If you’re motivated, community-minded, and ready to grow in a supportive municipal environment, we’d love to meet you. Come help us keep Pullman moving forward.

Performs a variety of general office, clerical, technical, bookkeeping and related administrative support duties for professional staff, division managers or a department director.

The primary function of the Administrative Specialist is to provide a wide range of secretarial and clerical services to a department or division. The Administrative Specialist represents full scope of knowledge applied in professional support positions. Positions in this class are distinguished from positions at the Administrative Clerk level by the requirement to provide a diverse and full range of office assistance, secretarial, accounting and related duties.

The Administrative Specialist performs work independently after becoming familiar with the purpose and mission of the department or division using a wide range of office skills brought to the job. Certain positions of this class may serve as a lead worker over other clerical personnel and/or perform confidential duties in the labor relations process and are, therefore, excluded from bargaining units.

Administrative Specialists report to the department director, professional, or other supervisor. Work performance is evaluated for the effective functioning of the administrative support activities in an office.

Provides confidential secretarial service; responds to personal, telephone, or written inquiries of citizens and high-level government, industrial, or community leaders and officers; screens callers and determines proper referral of callers using courtesy, tact and diplomacy; maintains calendar of appointments; composes correspondence; prepares and edits reports; prepares program flyers; (including social media) proofs documents for spelling, grammar, accuracy and format.

Provides the full range of administrative duties to an administrator including taking and typing notes of meetings obtained by word processing software, hand-written notes, tape recording, edits information while properly describing content and important decisions made.

Assist in maintaining department budget and assists supervisor in preparing preliminary budgets; prepares, processes daily review/biweekly deposits, processes and tracks purchase orders, invoices and payments.

Compiles information or notifies supervisor of items that require supervisory action prior to meeting; compiles and collates data for reports; tracks data and maintains computer spreadsheets or other database, may collect fees for permits, registrations or other activities; process payroll information and serve as liaison with human resources.

Establishes, modifies, and maintains filing and record keeping systems.

Answers telephone to provide information about department's programs and activities; schedules appointments for supervisor; provides customer service, registration, and daily deposits for department programs.

Inventories, orders, and receives office supplies.

Cross-trains in other secretarial, clerical or related tasks.

Attends work on a regular and dependable basis.

Interacts in a professional and respectful manner with city staff and the public.

Performs…