Administrative Assistant

City of Mountlake Terrace; Mountlake Terrace (WA); On-site; USD 47,000 - 57,000; Full time

Benefits offered by this job

Paid time off

Employer-sponsored medical, dental and

vision insurance

Retirement plans

Flexible spending account

Employee assistance program

Life and long-term disability

Job summary

City of Mountlake Terrace is seeking a full-time Administrative Assistant in the Community Development Department to perform professional administrative, clerical, and customer service functions, supporting daily operations, development review processes, public hearings, Planning Commission activities, and adherence to deadlines.

The role provides coordination for notices and materials, prepares reports and meeting minutes, maintains records, handles inquiries and budget support, and acts as

Qualifications

• High school diploma or GED.
• Three years of progressively responsible administrative, clerical, or office support experience.
• Experience preparing meeting agendas and minutes, preferably for public meetings or boards and commissions.
• Proficiency in Microsoft Office applications.

Responsibilities

• Coordinate development review processes and public hearings.
• Prepare and distribute staff reports, notices, agendas, and minutes.
• Maintain departmental records and databases.
• Provide professional customer service to the public and applicants.
• Assist with budget entries and financial recordkeeping.
• Serve as secretary to the Planning Commission and attend evening meetings twice monthly.

Skills

Meeting minutes

Public meeting support

Customer service

Education

High school diploma or GED

Tools

Microsoft Office

Job description

• Position Type: Full-time
• Position Classification: Administrative Assistant
• Department: Community Development
• Representation: This position is not represented by a union
• Schedule: Monday – Friday, 40 hours per week, eligible for overtime
• Benefits: Paid time off, employer-sponsored medical, dental and vision insurance, retirement plans, flexible spending account, employee assistance program, life and long-term disability insurance.
• Pay Band: 500
• 2026 Wage Range: $33.81-$41.57 per hour. The full pay range is posted for transparency purposes. New hire’s compensation is placed between the start and midpoint of the range, based on qualifications, skills and experience. This approach ensures internal equity, as well as room for growth and progression within the pay band over time.

SUMMARY

This is a full-time position that performs a variety of professional administrative, clerical, and customer service functions to support the daily operations of the Community Development Department. The position provides administrative coordination for development review processes, public hearings, Planning Commission activities, and other departmental functions that require accuracy, organization, and adherence to established procedures and statutory deadlines.

Responsibilities include coordinating public hearing notices and meeting materials; preparing, formatting, and distributing reports, correspondence, agendas, and meeting minutes; maintaining departmental records and databases; responding to public inquiries including public records requests; providing administrative support for financial and budgetary activities; and assisting with departmental software, information management, and communications. The position also serves as secretary to the Planning Commission, attending regularly scheduled evening meetings twice monthly on Mondays and providing associated meeting administration and documentation.

The position works closely with department staff, other City departments, applicants, and the public to facilitate efficient departmental operations. Additional administrative support may be provided to other City departments as assigned.

ESSENTIAL FUNCTIONS

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

1. Development Review and Public Meeting Support

• Coordinate administrative processing for development-related decisions and public hearings, including preparing and distributing staff reports, public notices, decision documents, and related materials in coordination with Planning Division staff.
• Coordinate hearing and meeting schedules, required notifications, document postings, and distribution of materials in accordance with applicable City procedures and statutory deadlines.
• Serve as secretary to the Planning Commission, including attending regularly scheduled evening meetings twice monthly, preparing and distributing agendas and meeting materials, recording and preparing minutes, and maintaining meeting records.
• Coordinate meeting arrangements, publish meeting notices and related materials, and provide backup administrative support for City Council and other boards and commissions as needed.
• Maintain dockets of proposed amendments to the Zoning Ordinance and Comprehensive Plan and coordinate with department staff regarding meeting materials and work plan updates.

2. Customer Service and Public Records Coordination

• Provide professional, courteous, and responsive customer service to the public, applicants, and City employees by responding to inquiries regarding departmental services, applications, procedures, meetings, ordinances, and related matters.
• Provide general reception services and backup assistance to permitting staff as needed.
• Work closely with the City's Public Records Officer (PRO) to coordinate follow-up on public records requests, clarify and prioritize request components, communicate anticipated response timeframes, and document related communications to help ensure timely processing.

3. Records and Information Management

• Maintain and organize departmental electronic and physical records, correspondence, confidential files, contracts, databases, and filing systems in accordance with applicable City and State records management and retention requirements.
• Collect, research, compile, maintain, and retrieve information from various sources to support departmental operations; maintain contract templates and related records and update contract tracking information.

4. General Administrative and Financial Support

• Prepare, edit, format, and distribute correspondence, memoranda, reports, presentations, meeting materials, forms, brochures, permit applications, and other departmental documents and communications.
• Prepare and maintain spreadsheets, databases, and other administrative records; provide budget support by entering budget information into financial systems.
• Review and code invoices for accounts payable processing; review credit card transactions and gather supporting receipts and documentation for reconciliation.
• Maintain and update departmental website content, monitor office supplies, and coordinate inventory and ordering.
• Provide administrative support for departmental special projects and other activities as assigned.

5. Technology and Departmental Support

• Provide administrative support for the departmental permit tracking system, assist staff with routine system-related questions and issues, and coordinate with software vendors to resolve problems and support system needs.
• Utilize various departmental software applications, financial systems, databases, and office technology to perform assigned administrative functions and support departmental operations.

The duties, essential functions and qualifications contained in this job description reflect general details as necessary to describe the principal functions, the level of knowledge, and scope of the responsibility typically required. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences, to equalize peak work periods, or to otherwise balance the workload.

QUALIFICATIONS

MINIMUM QUALIFICATIONS

• High school diploma or GED.
• Three (3) years of progressively responsible administrative, clerical, or office support experience, including preparation of correspondence, reports, and other business documents.
• Experience preparing meeting agendas and minutes, preferably for public meetings or boards and commissions.
• Proficiency in Microsoft Office applications