Office Assistant - Auditor - Recording​/Licensing

OFFICE ASSISTANT - AUDITOR - RECORDING/LICENSING

Job Description

Job Title: Office Assistant

Department/Division: Auditor/Varies

Reports to: Division Manager

Supervises: n/a

FLSA Classification: Non-Exempt

Pay Grade: 100

Employee Group: Courthouse

Revision Date: January 2026

Minimum Education: High school diploma or equivalent.

Minimum Experience: One year of administrative support experience preferred OR any combination of education and experience which would provide the knowledge, skills, and abilities to perform the job.

Minimum

Certifications:

• Election Administrator Certification (at hire or obtain within three years) – Election Division positions
• Certified Vehicle Licensing Operator through Washington State Department of Licensing – Licensing-Recording Division positions
• Ability to obtain a Notary Public License

Other Requirements:

• Valid Washington State Driver’s license if driving a vehicle for County business.
• Bilingual in Spanish preferred

POSITION SUMMARY: This position provides general administrative and elections support to the Auditor’s Office and provides courteous and efficient customer service to the public.

ESSENTIAL FUNCTIONS:

• Provides first line customer service to internal and external customers; greets, receives and screens visitors and customers; receives calls on a multi-line phone system and routes calls to appropriate individual or takes messages.
• Addresses and resolves customer questions/concerns as able and refers complex inquiries, requests, or complaints to appropriate staff.
• Processes auto license renewals, licensing and titling of vessels, and title transfers of automobiles and mobile homes.
• Records documents such as property deeds.
• Indexes daily recorded and historical documents.
• Assists in processing, organizing, and maintaining voter registration and election records.
• Handles voter registration inquiries from the public.
• Assists with ballot creation, labeling and preparation of ballot packets during elections.
• Sorts, verifies signatures, opens, scans and adjudicates ballots during elections.
• Assists with ballot box maintenance, such as cleaning, paint touch-ups, and opening/closing during elections.
• Supports the coordination of election-related tasks.
• Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; may prepare out-going mail for the department including bulk and special mailings.
• Composes general correspondence and prepares regularly recurring reports; types and distributes standardizes forms; proofreads and edits documents.
• Enter, scans, updates, and maintains information in spreadsheets, databases, and reports.
• Maintains electronic filing, paper filing, and record systems to provide easy access to records and information; provides retention of records as required by Office and County policies.
• Organizes and maintains resource information in a variety of formats.
• Assists other department personnel during peak period of work or for absences.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of:

• Administrative policies and procedures of the County.
• The County’s and Office’s operating requirements, policies, procedures, and practices; and local, state, and federal regulations related to department programs and operations.
• Current office practices and procedures.
• Operation of standard office equipment and software consistent with this position.

Skill in:

• Organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.

Ability to:

• Interpret and implement local policies and procedures; written instructions, general correspondence;
  Federal, State, and local regulations.
• Read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position.
• Prepare and maintain accurate and concise records and reports.
• Apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
• Maintain professionalism at all times.
• Maintain effective working relationships with individuals within and outside the organization.
• Maintain confidentiality and discretion regarding…