About the Department

NATURE OF POSITION
Perform a variety of advanced administrative, secretarial, clerical and public relations duties; perform office support activities or coordinate office clerical duties; type and process records, reports, memos and correspondence; process purchase requisitions, orders, budget documents and other financial data and activities.  May provide overall guidance on task assignments and projects to Administrative Specialist I.

SUPERVISION RECEIVED
General direction and oversight are provided by the specified Department/Divisional manager or supervisor.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Employees of the City of Walla Walla are expected to model and foster the City’s core values: Service – Integrity – Collaboration – Equity – Leadership – Community 
2. Receive, sort, open and distribute mail; answer telephone calls; schedule appointments and meetings; explain programs, policies and procedures within the scope of authority; provide information of general or limited technical nature; take messages and refer callers to appropriate person or department as necessary; monitor radio transmissions if applicable and respond when appropriate.
3. Communicate with staff at all levels; act as first point of service with community citizens, businesses, and outside organizations.
4. Transcribe, type, and distribute letters, contracts, reports, and memoranda, including materials of a confidential nature; compose letters concerning routine matters; take notes quickly and accurately. 
5. Perform research activities; assist the supervisor with special projects; coordinate communications with other departments, agencies, and cities. 
6. Prepare and distribute various committee and task force agenda packets, correspondence, and related documents; prepare agendas, attend meetings, take notes, and prepare minutes. 
7. Operate desktop publishing software to create program brochures, flyers, and other graphic arts materials; operate word processing, spreadsheet, and database software; create, edit, and maintain documents. 
8. Assist with project administration and complex project accounting for multi-million-dollar projects to include complex project requisitions, purchase orders, and invoices.
9. Create, track, and maintain project files; monitor project progress to assure required steps and documentation are completed; process a variety of forms and reports; maintain payroll records as assigned.
10. Assist with grants management including typing and submitting applications, data entry, monitoring, tracking, billing and reporting.
11. Develop and maintain extensive filing systems; review reports and records for accuracy; ensure compliance with established standards; compile information and prepare routine reports. 
12. Prepare and schedule travel arrangements for various department personnel; ensure proper accounts are charged and complete required documentation for reimbursements. 
13. Acquire written and verbal quotes; participate in bid processes including bid openings; complete purchase requisitions and coordinate orders as needed.
14. Support and provide backup to the Public Works Administrative Support Coordinator and other administrative staff as needed.
15. May provide training and guidance, including delegating assignments or duties, to Administrative Specialist I.
16. May manage the Small Works/Consultant Services Rosters for the City.
17. May provide backup for the advanced metering infrastructure program, exporting data from AMI and importing data into the City’s billing software to facilitate the creation of utility bills.
18. May be assigned compliance data entry for Ecology’s Administration of Grants & Loans (EAGL), including quarterly and annual submission of Solid Waste reports to the Department of Health and Department of Ecology.
19. May provide backup for the Landfill Attendants in the scale house as needed.   
20. Maintain adequate inventories of office supplies, place orders according to established guidelines.
21. Assist in the development and assembly of division or department budgets; maintain budget and other financial records.
22. Receive payments, generate receipts, track fees and divisional accounts; enter cash receipts using on-line computer systems. Process payments for contract and temporary workers. 
23. Reconcile all credit card statements for divisional employees on a monthly basis, to ensure all charges are authorized and have been entered into Munis for payment.
24. Train others in word processing, spreadsheet, and other software applications; answer questions and provide guidance as needed.

OTHER JOB FUNCTIONS

1. Demonstrate punctual, regular, and reliable attendance which is essential for successful job performance.
2. Present a positive, professional image; maintain cooperative and effective working relationships; assure excellent customer service with internal and external customers.
3. Execute assignments, projects, and job responsibilities efficiently and within defined timeframes, work independently and effectively with little direction.
4. Demonstrate good judgment and employ critical thinking to execute duties, identify issues, seek solutions, and recommend improvements in support of departmental goals.
5. Provide assistance to staff and higher-level management; participate in resolving operational or interpersonal concerns; participate in training, meetings, and on committees as assigned.
6. Respect the value of diversity in the workplace and the community.
7. Perform other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Proficient with modern office practices and procedures; able to operate standard office equipment such as computers, copiers, scanners, and word processors. 
• Experience producing spreadsheets; able to use databases, desktop publishing, automated purchasing system software applications.
• Knowledge of financial and statistical record-keeping techniques. 
• Demonstrate effective communication skills both orally and in writing including correct English usage, grammar, spelling, punctuation, and vocabulary. 
• Utilize proper formatting for business communications such as memos and letters.  Proof and edit such communications for other staff members.
• Proficient with basic mathematical skills to accurately add, subtract, multiply, divide and determine percentages; apply financial and statistical record-keeping techniques.
• Ability to work independently to complete data entry within time and date parameters; set priorities; meet deadlines; exercise independent judgment.
• Able to work cooperatively with customers and employees as a member of a service-oriented team. 
• Work with discretion to ensure proper confidentiality practices and procedures are followed.

TOOLS AND EQUIPMENT USED
Operate office equipment including telephones, copiers, facsimile machines, and computers. Operate office equipment and machines such as personal computers, typewriters, calculator, copy machines and adding machines. 

PHYSICAL DEMANDS
Operate a keyboard and standard office equipment; tolerate sitting or standing for extended periods of time; bend to retrieve and store files; communicate effectively on the telephone or in person; visually verify accuracy and completeness of forms, documents and applications; repetitive hand motions to input information; hearing and speaking to exchange information; light lifting of supplies and boxes.

WORK ENVIRONMENT
Work is performed in an office environment where noise, frequent interruptions and lack of private workspace may be present.  Some assignments require sitting for extended periods of time.  Work environment periodically has associated pressures from stringent workload deadlines and schedules.

REQUIRED MINIMUM QUALIFICATIONS
Graduation from high school including or supplemented by secretarial training and five (5) years of increasingly responsible secretarial or clerical experience, or any equivalent combination of education and experience. Type at least 50 words net per minute from clear copy. Valid State driver's license.

DESIRED QUALIFICATIONS
Three (3) years of increasingly responsible secretarial or clerical experience in a government agency.  Bilingual in Spanish.

Other Qualifications