Administrative Assistant II-D

Puget Sound Clean Air; Seattle (WA); Hybrid; USD 71,000 - 90,000; Full time

Benefits offered by this job

PERS

Medical premium covered

Dental coverage

Vision coverage

Section 125 Flex Spending

Transit benefit ORCA

Holidays & floating holidays

Sick leave

Vacation leave

EAP

Life insurance

Deferred compensation

Short-Term Disability

Long-Term Disability

Tuition assistance

Job summary

Puget Sound Clean Air Agency is seeking an Administrative Assistant to provide comprehensive office support across the agency. The role fronts as the initial contact, handling front desk tasks and assisting multiple work groups, with specific support to the Engineering team on notices of construction and permit programs.

This full-time, in-office position runs Monday through Friday, 8:00 AM to 4:30 PM, with a 38.75-hour work week and a starting pay range of $70,603 to $90,109 annually depending

Qualifications

• Knowledge of office and clerical practices and procedures.
• Knowledge of office equipment such as copiers, scanners, fax machines, and multi-line telephone systems.
• Knowledge of English grammar, spelling and punctuation used in business.
• Proficiency with a variety of computer programs including Microsoft Outlook, Word, Excel, and PowerPoint.
• Proficiency with database program like Access preferred.
• Strong attention to detail and accuracy.
• Strong organizational skills.
• Prioritizes work and handles a variety of tasks simultaneously, with frequent interruptions and tight deadlines.
• Effective verbal, listening, and written communication skills.
• Effectively handles sensitive situations and confidential information with discretion.
• Customer service skills with a wide and varied customer base, internal and external.
• Establishes and maintains effective working relationships with staff at all levels.
• Works independently with minimal supervision.
• Demonstrates resourcefulness and ability to accomplish work, anticipating and executing next steps with minimal guidance.
• Works well in a team-oriented, collaborative environment.

Responsibilities

• Greet visitors, assist visitors with questions, work to find answers and solutions, direct them to resources, and elevate unresolved questions to the appropriate individuals as needed.
• Answers incoming phone calls, provide the first level of support to give information and deliver solutions. Direct calls, provide messages, and follow up communication as needed. Monitor and ensure resolution for voicemails.
• Maintain documentation for processes and procedures for the recurring work, which includes but is not limited to front desk operations, Compliance and Engineering division work, Communications and Finance department support.
• Assist contractors and other visitors with filing paperwork.
• Create, edit, and proof written correspondences, communications, and reports.
• Coordinate meeting preparation and logistics, ensuring meeting rooms are adequately equipped.
• Attend various meetings as assigned. Prepare and distribute the meeting agenda and minutes.
• Manage the purchase and maintenance of office supplies and office equipment.
• Serve as a liaison with the team, Agency staff, and the public to provide key information.
• Conveys Agency office practices, policies, procedures, and regulations to the public.

Skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Customer service

Organizational skills

Verbal and written communication

Education

High School Diploma or GED

Tools

Access

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Regular Full-Time Seattle, WA, US

16 days ago Requisition ID: 1057

Salary Range: $70,603.00 To $90,109.00 Annually

Full Salary Range: Grade II, $70,603 - $90,109

Work Week: Full-time, in office, 38.75 hours per week, Monday through Friday

The Agency’s vision is for everyone, everywhere to breathe clean, healthy air all the time regardless of who they are, or where they live and to become the most climate-friendly region in the United States. The Puget Sound Clean Air Agency is a regional government agency created in 1967. Our jurisdiction covers King, Kitsap, Pierce and Snohomish counties. We achieve our mission by monitoring air quality, sponsoring voluntary initiatives, educating people and businesses about air quality issues, and enforcing state and federal air quality laws.

Our Agency is composed of approximately 70 staff members in two main divisions, Compliance and Air Quality Programs. Agency roles include inspectors, air resource specialists, engineers, meteorologists, monitoring technicians, project managers and communications. Our operations are supported by a team of specialists, as well as IT services, human resources, legal, records management, finance and administrative staff. For more information on the Agency, please visit www.pscleanair.gov . We are governed by a Board of Directors which includes elected officials from each of our four counties, a representative from the largest city in each county, and one member representing the public at large.

The Opportunity

The Puget Sound Clean Air Agency seeks a qualified, experienced, and motivated customer service oriented Administrative Assistant to provide support across the Agency. The Administrative Assistant will serve as the initial contact with the Agency, providing administrative support to multiple work groups, while managing a variety of office responsibilities. A portion of this role will work directly with the Engineering department providing support for notices of construction, operating permits, and registration programs, as well as direct administrative support to the Engineering team. This position is represented by Teamsters Local 763.

This position requires working in the office, in-person, Monday through Friday, 8am to 4:30pm.

The Administrative Assistant position is a unique opportunity for a dedicated individual to use their skills to help support the Puget Sound Clean Air Agency’s goals to protect public health and the environment from air pollution and become the most climate-friendly region in the United States. Our Agency supports a work/life balance by maintaining a 38.75-hour work week, and without a regular requirement to work nights or weekends. The Agency provides an excellent benefits package (listed below).

The starting pay range for this position is $70,603 - $90,109annually, and dependent upon experience and qualifications.

Including but not limited to the following

• Washington Public Employees’ Retirement System (PERS)
• Medical (100% of premium paid for the employee and 80% paid for dependents)
• Dental (100% of premium paid for employees and dependents)
• Vision (100% of premium paid for the employee and 80% paid for dependents)
• Section 125 Flexible Spending
• Employer-paid ORCA public transit within the Agency jurisdiction (King, Pierce, Kitsap and Snohomish counties)
• 11 paid holidays scheduled throughout the year plus 2 floating holidays
• Accrued leave - Sick leave (7.75 hours/month) and vacation leave (8.4 hours/month)
• Employee Assistance Program (EAP) – the EAP provides a free confidential resource outside the workplace for full-time employees and immediate family members
• Life Insurance – employer-paid term life insurance equal to the employee’s annual salary
• Deferred Compensation Account
• Short-Term Disability
• Long-Term Disability
• Tuition Assistance

Position Information

Serves as the initial contact for visitors and assists them with requests for information. Provides administrative support to all divisions of the Agency. Handles a diverse workload and office responsibilities to include administrative tasks, word processing, telephone calls, scheduling, filing, replying to correspondence, and assisting with projects.

For the Engineering department, this position will be administering notices of construction (NOC) and operation permit programs, preparing, tracking and reporting on public notices and permit actions, processing incoming reports from regulated businesses, and lastly, maintaining portions of the Agency website devoted to these programs.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES/DUTIES:

• Greet visitors, assist visitors with questions, work to find answers and solutions, direct them to resources, and elevate unresolved questions to the appropriate individuals as needed.
• Answers incoming phone calls, provide the first level of support to give information and deliver solutions. Direct calls, provide messages, and follow up communication as needed. Monitor and ensure resolution for voicemails.
• Maintain documentation for processes and procedures for the recurring work, which includes but is not limited to front desk operations, Compliance and Engineering division work, Communications and Finance department support.
• Assist contractors and other visitors with filing paperwork.
• Create, edit, and proof written correspondences, communications, and reports.
• Coordinate meeting preparation and logistics, ensuring meeting rooms are adequately equipped.
• Attend various meetings as assigned. Prepare and distribute the meeting agenda and minutes.
• Manage the purchase and maintenance of office supplies and office equipment.
• Serve as a liaison with the team, Agency staff, and the public to provide key information.
• Conveys Agency office practices, policies, procedures, and regulations to the public.

QUALIFICATIONS:

Required Experience:

• Three years of experience with complex office responsibilities including word processing and data entry.

Required Education:

• High School Diploma or GED.

Professional Licenses/Certificates/Registration:

• None

Knowledge and Skills:

• Knowledge of office and clerical practices and procedures.
• Knowledge of office equipment such as copiers, scanners, fax machines, and multi-line telephone systems.
• Knowledge of English grammar, spelling and punctuation used in business.
• Proficiency with a variety of computer programs including Microsoft Outlook, Word, Excel, and PowerPoint.
• Proficiency with database program like Access preferred.
• Strong attention to detail and accuracy.
• Strong organizational skills.
• Prioritizes work and handles a variety of tasks simultaneously, with frequent interruptions and tight deadlines.
• Effective verbal, listening, and written communication skills.
• Effectively handles sensitive situations and confidential information with discretion.
• Customer service skills with a wide and varied customer base, internal and external.
• Establishes and maintains effective working relationships with staff at all levels.
• Works independently with minimal supervision.
• Demonstrates resourcefulness and ability to accomplish work, anticipating and executing next steps with minimal guidance.
• Works well in a team-oriented, collaborative environment.

WORKING CONDITIONS AND PHYSICAL DEMANDS:

• Work is performed 100% indoors in a typical office environment.
• This position requires constant operation of a telephone, computer, and other office equipment.
• This position requires sitting for long periods of time and walking and/or standing is only required occasionally.
• This position requires exerting up to 50 pounds of force and/or 20 pounds frequently and/or 10 pounds constantly to lift, carry, pull, or move objects.
• Noise level in the office is moderately quiet.
• Physical requirements for this position include hearing, seeing, speaking, stooping, kneeling, crouching, reaching, grasping, and repetitive motions.

For questions, clarifications, or other information please contact Sharon Helmstetter, Sr. HR Analyst, at [phone].

Prior to employment, a criminal history background check and reference checks will be conducted on the top candidates.

The Agency requires all employees to be fully vaccinated against Covid-19.

The Agency is an Equal Opportunity Employer and maintains policies for a drug-free and smoke-free work environment.

The Agency will not cover travel expenses for interviews or relocation expenses.

Puget Sound Clean Air Agency provides reasonable accommodations to assist qualified individuals to perform the essential functions their job requires.