Administrative Assistant

City of Everett; Everett (WA); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Washington state retirement (DRS)

Life insurance

Paid vacation, sick leave and holidays

Job summary

The City of Everett is seeking an Administrative Assistant in the Construction Management department to support project teams on large capital projects and contract administration. You will handle confidential clerical work, prepare documents, monitor budgets and invoicing, read contracts, and help with grant and reporting tasks.

Strong organizational skills and attention to detail are essential to success.

Qualifications

• Associate’s Degree in Administrative Assistant / Administrative Professional Program or related field.
• 3 years of varied office support experience including word processing, spreadsheets and databases.
• 1 year of experience overseeing public fund use is highly desirable.
• Candidates with work experience in the area of assignment are preferred.

Responsibilities

• Perform confidential clerical and administrative work of a varied nature including receiving and screening calls and emails; establish and maintain files, records, and other information sources needed to facilitate, support and document office or department activities.
• Provide information and support regarding departmental, fiscal, and grant management policies and procedures. Maintain records to comply with applicable city, state and federal requirements.
• Compose and prepare general correspondence, which requires knowledge of departmental and/or administrative operations, policies and procedures to prepare.
• Utilize word processing and spreadsheet functions to tabulate and sort data, generate reports, worksheets, schedules, letters, memos, requisitions and other items of similar complexity.
• Coordinate with external subrecipients and community partners to obtain required annual reports for grant management support.
• Coordinate with departmental staff to organize and prepare reports for funders.
• With support from community development staff, attend meetings with external partners and represent Everett’s Community Development Division.
• Gather information for reports and transactions, consolidate and prepare data for review such as quarterly grant reports.
• May maintain departmental records and/or files, enter information into databases, and other reports on department, division, and/or employee activities.
• May provide general budget work for the department and/or divisions including monitor budget expenditures, grant invoices, invoice entry, pay invoices, oversee petty cash account, and initiate and follow up on purchase requisitions.

Skills

Clerical skills

Word processing

Spreadsheet skills

Data entry

Records management

Education

Associate’s Degree in Administrative Assistant / Administrative Professional Program or related field

Tools

Word processing software

Spreadsheets

Databases

Job description

The City of Everett is accepting applications for the appointive position of Administrative Assistant in the Construction Management department. Assists the Construction Management Team with Large Capital Projects and Contracts.

Why Everett?

Working for City government is personally rewarding for those looking to make an impact at the community level. As an employer, we advocate for employee professional growth, and value work-life balance.

The City of Everett is proud to be an Equal Opportunity Employer, and our goal is to recruit and hire capable and engaged job candidates from a diverse range of backgrounds. We are committed to creating and supporting an inclusive and welcoming environment for all employees.

The City provides excellent benefits, including medical, dental, vision, Washington State retirement system (DRS), and basic life insurance plans. Employees will also accrue vacation, sick, and holidays throughout the calendar year. For more information on benefits for this position, click here: Appointive Benefits.

ABOUT THE JOB

The Construction Management Administrative Assistant works in coordination with construction managers, develop and innovate process improvements; create process maps, templates, and procedural manuals. Duties will include preparing pay estimates, monitoring prevailing wage compliance, and processing change orders. This position requires the ability to read contracts and do basic math and verify that contractor force account calculations are consistent with contracts.

ILLUSTRATIVE EXAMPLES OF WORK:

• Perform confidential clerical and administrative work of a varied nature including receiving and screen calls and emails; establish and maintain files, records, and other information sources needed to facilitate, support and document office or department activities.
• Provide information and support regarding departmental, fiscal, and grant management policies and procedures. Maintain records to comply with applicable city, state and federal requirements.
• Compose and prepare general correspondence, which requires knowledge of departmental and/or administrative operations, policies and procedures to prepare.
• Utilize word processing and spreadsheet functions to tabulate and sort data, generate reports, worksheets, schedules, letters, memos, requisitions and other items of similar complexity.
• Coordinate with external subrecipients and community partners to obtain required annual reports for grant management support.
• Coordinate with departmental staff to organize and prepare reports for funders.
• With support from community development staff, attend meetings with external partners and represent Everett’s Community Development Division.
• Gather information for reports and transactions, consolidate and prepare data for review such as quarterly grant reports.
• May maintain departmental records and/or files, enter information into databases, and other reports on department, division, and/or employee activities.
• May provide general budget work for the department and/or divisions including monitor budget expenditures, grant invoices, invoice entry, pay invoices, oversee petty cash account, and initiate and follow up on purchase requisitions.
• Perform related work and special projects as assigned.

For a full description of this position, please see the class specification on the City’s website.

MINIMUM EDUCATION AND SPECIAL REQUIREMENTS

• Associate’s Degree in Administrative Assistant / Administrative Professional Program or a related field and
• 3 years of experience performing varied relative office support work of a progressively responsible or confidential nature, including word processing, spreadsheets and databases.
• 1 year of experience overseeing public fund use is highly desirable.
• Candidates with work experience in the area of assignment are preferred.

Candidates will be contacted throughout this process via email and should periodically check their spam folders for messages filtered by their email providers.

D26047

APPOINTIVE

Filing Opens: 8/28/2026

Open until Filled