Administrative Assistant; Temporary, Part Time

Overview

The City of Sequim is seeking a temporary, part-time, non-benefited Administrative Assistant to support the Department of Community and Economic Development during a leave of absence. The position averages 20-30 hours per week and is expected to last 4 months. Employment is limited in duration and may end upon the employee’s return or as operational needs change. This position is not guaranteed to become permanent.

The DCED Administrative Assistant provides customer service and administrative support for the planning and building divisions by facilitating communication, maintaining organized systems, and ensuring efficient departmental operations. The position emphasizes delivering exceptional customer service to both internal and external stakeholders.

• Customer Service and Reception – Acts as the initial contact for the public and internal inquiries, offering courteous assistance and directing requests appropriately.
• Serves as a liaison to support information flow between department staff and outside stakeholders.
• Permit Support and Records Management – Provides administrative support for permit processing by assisting with application intake, routing for review, resubmittal coordination, status tracking, and fee invoicing/payment tracking as directed by DCED staff and in accordance with City procedures.
• Assists with preparing and distributing Certificates of Occupancy as directed.
• Maintains organized and accessible filing systems for both physical and electronic records. Assists with reporting as requested.
• Supports department staff in responding to Public Records Requests as needed, in compliance with established procedures.
• Assists DCED staff with Community Development website content updates.
• Administrative Coordination – Supports Planning Commission meeting coordination and logistics, including agenda preparation and live operational support (typically first and third Tuesdays, 5:30-7:30pm).
• Drafts professional correspondence and assists with scheduling meetings.
• Assists with training and travel reservations for DCED Staff.
• Assists department staff with purchasing processes, provides BARS coding on invoices, supports purchasing compliance requirements.
• General Support – Distributes mail to departmental staff, prepares materials for distribution or mailing.
• Assists with filing, copying and preparation of meeting materials.
• Performs other administrative support duties as assigned.
• Maintains consistent and timely in-person attendance per agreed upon schedule to support the work of the team.

• Knowledge and usage of correct English grammar, spelling, punctuation and vocabulary; ability to read, understand and follow written and verbal instructions.
• Knowledge of up-to-date office procedures with ability to operate modern office equipment.
• Knowledge, or ability to learn relevant City policies, procedures, codes and regulations impacting DCED operations.
• Ability to interact with a wide variety of people/personal styles in varying situations with tact, professional demeanor and diplomacy, demonstrating maturity and emotional stability.
• Excellent customer service skills, with ability to work well under pressure with frequent interruptions while maintaining a sustained attention to detail and appropriate hospitality.
• Thorough knowledge of and ability to use software applications and tools, including MS Office.
• Ability to make decisions and problem-solve within the bounds of City procedures, policies, codes and expected quality of service.
• Ability to keep commitments and adhere to deadlines.
• The ability and willingness to engage in ongoing learning about new software and Artificial Intelligence, with an understanding of their potential applications within the workplace to improve efficiency and effectiveness.
• Ability to work independently and collaboratively, demonstrating initiative and flexibility to meet organizational needs.
• Willingness to assist others in the accomplishment of departmental work priorities as opportunities present themselves.

High school diploma or GED is required. Intermediate computer skills in Microsoft Office Suite and excellent customer service skills are required. Minimum of 2-4 years of administrative work experience in a professional office setting is highly desired. Experience working in the public sector and/or building/urban planning is desired. An equivalent combination of experience and training that provides the desired knowledge, skills and abilities may be considered.