Administrative Assistant 3 - Parks & Recreation

City of SeaTac, WA; SeaTac (WA); In loco; USD 55.000 - 75.000; Tempo pieno

Descrizione del lavoro

The City of SeaTac is seeking an experienced Administrative Assistant 3 to support the Parks & Recreation Department. You will provide high-level administrative and operational support to the Director, Deputy Director, and division managers while helping ensure programs and services run smoothly for our community.

Responsibilities include coordinating department operations, supporting budgets and contracts, managing records, assisting with communications and promotional materials, and serving as

Competenze

• College-level or equivalent coursework in business administration, office management, clerical training, or a closely related field.
• An associate degree, other degree or certification is preferred but not required.
• Minimum of four (4) years of progressively responsible clerical or administrative office support experience.
• A satisfactory three-year driving abstract record, submitted prior to hire.

Mansioni

• Provide high-level administrative support to department leadership.
• Coordinate schedules, correspondence, reports, presentations, and special projects.
• Manage confidential information with professionalism and discretion.
• Maintain department records, tracking systems, and administrative processes.
• Coordinate public records requests and records retention activities.
• Develop and improve office procedures and standard operating practices.
• Assist with Recreation Guide production, promotional materials, and website content.
• Coordinate with the City’s Communications team on department messaging.
• Support community outreach efforts and information sharing.
• Assist with budget preparation, expenditure tracking, and financial reporting.
• Process invoices, purchase orders, and other financial transactions.
• Monitor departmental spending and reporting activities.
• Assist with contract tracking, insurance compliance, vendor coordination, and project documentation.
• Support department initiatives and cross-departmental projects.
• Serve as a key point of contact for residents, contractors, community partners, and staff.
• Respond to inquiries and connect customers with appropriate resources and services.

Conoscenze

Administrative support

Organizational skills

Communication

Confidentiality

Formazione

College coursework in business administration

Associate degree preferred

Strumenti

Microsoft Office

Descrizione del lavoro

This position is open to the City of SeaTac employees. This position is overtime eligible and a member of the AFSCME Collective Bargaining Unit.

Help Shape the Experience of Parks, Recreation, and Community Programs in SeaTac

Are you a highly organized administrative professional who thrives in a fast-paced environment? If you enjoy coordinating projects, supporting leadership teams, managing communications, and helping departments operate efficiently the City of SeaTac is seeking an experienced Administrative Assistant 3 to serve as a key member of the Parks & Recreation Department. This position provides high-level administrative and operational support to the Director, Deputy Director, and division managers while helping ensure the department's programs, projects, and services run smoothly for our community.

This is more than a traditional administrative role. You will help coordinate department operations, support budgets and contracts, manage records and public information, assist with communications and promotional materials, and serve as a trusted resource for staff, partners, and community members.

Basic Function

Under the direction of the Parks & Recreation Director or designee, the incumbent performs complex administrative support and office coordination duties to ensure efficient department operations. Provides administrative support to department leadership while coordinating systems, projects, communications, records management, budget activities, and contract administration.

This position embodies the City of SeaTac's Core Values of Accountability, Collaboration, Trustworthiness, Social Responsibility, and Emotional Intelligenceby delivering exceptional customer service, maintaining trust and confidentiality, supporting collaborative partnerships, and ensuring operational excellence throughout the department.

Administrative & Executive Support

• Provide high-level administrative support to department leadership.


• Coordinate schedules, correspondence, reports, presentations, and special projects.


• Manage confidential information with professionalism and discretion.

Department Operations & Coordination

• Maintain department records, tracking systems, and administrative processes.


• Coordinate public records requests and records retention activities.


• Develop and improve office procedures and standard operating practices.

Communications & Public Engagement

• Assist with Recreation Guide production, promotional materials, and website content.


• Coordinate with the City's Communications team on department messaging.


• Support community outreach efforts and information sharing.

Budget & Financial Support

• Assist with budget preparation, expenditure tracking, and financial reporting.


• Process invoices, purchase orders, and other financial transactions.


• Monitor departmental spending and reporting activities.

Contract & Project Administration

• Assist with contract tracking, insurance compliance, vendor coordination, and project documentation.


• Support department initiatives and cross-departmental projects.

Customer Service Excellence

• Serve as a key point of contact for residents, contractors, community partners, and staff.


• Respond to inquiries and connect customers with appropriate resources and services.

• College-level or equivalent course work in business administration, office management, clerical training, or a closely related field. An associate degree, other degree or certification is preferred but not required; and


• A minimum of four (4) years of progressively responsible clerical or administrative office support experience, including a verifiable track record of success and a stable work history.

OR

• A combination of education, training and experience that provides the candidate with the knowledge, skills, and abilities to perform the job.

• A satisfactory three-year driving abstract record, submitted prior to hire.