Overview

Position Title: Administrative Specialist III

Company: City Of Bainbridge Wa

Location: Bainbridge Island, WA

Job Description:

This is a key position in the Department of Planning and Community Development, working with two other administrative specialists to support the planning and building divisions. Duties include but are not limited to providing internal and external customer service, assisting with the preparation and running of public meetings, and responding to requests for public records. The ideal candidate is a service-oriented team player eager to tackle challenging work, relying on their experience with databases, managing records and working with groups. The individual will utilize critical thinking to quickly change priorities and focus as needed to support both internal and external customers, demonstrating strong oral and written communication.

Responsibilities:

  • Functions as a support member to the department management team and works with colleagues to plan projects and coordinate day-to-day activities.
  • Coordinates and performs administrative duties to support department functions; serves as a resource on City and department standards; helps to prepare agenda items; 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.
  • Coordinates and performs department customer service and communications duties, including public outreach activities.
  • Acts as hub for all department-related public disclosure requests, communicating with the City Clerk regarding research and response as needed.
  • Oversees development and maintenance of department web pages, in coordination with project and division managers, including posting agendas, minutes and other related documents for citizen advisory groups.
  • Coordinates and performs staff services, utilizing multiple database functions. Collaborates with other departments on administration and improvement of cross-department processes.
  • Provides administrative support to the department director and other persons to include matters such as handling calls, scheduling and travel planning. Responsible for day-to-day office routines such as processing mail, files and data storage systems, report production and ordering supplies.  Provides backup assistance to other department staff members as needed.
  • Maintains timely and regular attendance.
  • Other duties as assigned.

Requirements:

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