Administrative Assistant II - Public Works

City of Pasco; Pasco (WA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Full benefits package

DRS retirement plan

Flexible schedule

Job summary

The City of Pasco's Public Works department seeks an Administrative Assistant II to support the Director and leadership team, keeping a fast-moving department organized and responsive.

You will handle executive scheduling, public records, and communications, serving as a central contact between the Director, managers, City leadership, external agencies, and the public, with discretion and tact. Bilingual skills are highly valued to serve a diverse community and support inclusive public service.

Qualifications

• High school diploma or GED.
• Three (3) years of secretarial/administrative assistant experience.
• Municipal experience preferred.
• Notary public preferred.

Responsibilities

• Provide clerical/bookkeeping support to the department.
• Screen incoming calls, mail and visitors providing information and resolve problems within authority.
• Maintain excellent public relations through communication with the public and other departments.
• Assist in development of office forms, procedures, records and filing systems.
• Process department invoices and petty cash requests.
• Coordinate calendars and meetings for boards and committees.
• Assist in administration of projects and budget information.

Skills

Clerical tasks

Public records management

Scheduling

Public communications

Education

High school diploma or GED

3 years secretarial/administrative experience

Municipal experience preferred

Notary public preferred

Job description

The Administrative Assistant II assigned to Public Works serves as a key support partner to the Public Works Director and the department leadership team, helping keep a complex, fast-moving department organized, responsive, and effective. Public Works is a dynamic department that includes Engineering, Operations, and Environmental Compliance divisions, with a staff of 115+employees.

In this role, you will support executive-level scheduling, public records management, and public communications, while serving as a central point of contact between the Director, division managers, City leadership, external agencies, and the public. You will regularly engage with sensitive or high-visibility matters, requiring sound judgment, discretion, and the ability to navigate politically nuanced situations with professionalism and tact.

This role requires a highly organized, proactive professional who can manage multiple priorities, anticipate needs, and take ownership of their work while remaining responsive to direction. Success in this position requires exceptional attention to detail, strong organizational and communication skills, and the ability to adapt to shifting priorities. A high degree of professionalism, courtesy, and a commitment to being helpful and solutions-oriented are essential. Bilingual skills are highly valued, as is the ability to engage effectively with a diverse community and support inclusive, accessible public service.

Additional job functions may vary due to department or City needs/requirements. Assignments may include but are not limited to:

• Provide clerical/bookkeeping support to the department.
  • Compose, type, edit and proof correspondence, documents, reports, memoranda, legal documents, deeds, contracts, and minutes or materials.
  • Screen incoming calls, mail and visitors providing general and specialized information regarding established department, division or City services and resolve problems or complaints within the scope of authority.
  • Maintain excellent public relations through communication with the public, other departments and agencies. o Function as clerk to commissions related to assigned department.
  • Assist in the development of office forms, procedures, records and filing systems.
  • Prepare and process department invoices and petty cash requests.
  • Process time records and absence reports.
  • May provide information and assistance in the development of the department budget; track, research and compile expenditure information.
• Setup and maintain detailed records for assigned area of department utilizing computerized and manual recordkeeping systems to assure accurate and reliable records and reports, some of which may be subject to audit/review.
  • Enter and compile data from a variety of sources and prepare reports as directed which may involve statistical calculations and tabulations.
  • Maintain assigned logs and indices to ensure accurate records.
  • Enter data and generate reports for management information and review.
  • Maintain a follow-up system on reports or actions that are required on a periodic and routine basis.
• Coordinate or participate in the coordination of various inter-departmental and public matters such as coordinating schedules, facilitating and scheduling meetings, providing notification and documentation.
  • Maintain calendars and schedule appointments for staff.
  • Arrange and coordinate meetings for boards and committees.
  • Arrange local or out-of-town reservations for conference, transportation and lodging.
  • Research and prepare various requests that may include scheduling of public hearings, dissemination of pertinent information to appropriate parties and preparation of Council Agenda item information.
  • Assist in the administration of projects and facilitate meetings. Ensure project documentation and archives are complete and accurate, and kept in compliance with State laws. Interface with auditors from multiple State agencies
• Attend meetings after normal business hours.

OTHER JOB FUNCTIONS:

• Performs other related duties as assigned.

EDUCATION AND EXPERIENCE:

Any equivalent combination of education and experience which provides the applicant with the knowledge, skills and abilities required to perform the job.

• High school diploma or G.E.D.
• Three (3) years of secretarial/administrative assistant experience.
• Municipal experience preferred.
• Notary public preferred.

LICENSES, CERITIFCATIONS, AND OTHER REQUIREMENTS:

Certain licenses and certificates, if required, may be acquired on the job as agreed upon by the City and employee. Subject to change based on operational needs.

• Ability to travel between City facilities and off-site locations as needed to perform job duties.

COMPREHENSIVE BENEFITS PACKAGE:

The City offers a full benefits package for the employee and all eligible dependents including:

• Medical, dental, and vision coverage at affordable monthly premiums.
• $50,000 of basic life insurance paid for by the City and additional employee sponsored supplemental life insurance optional
• 12 days of vacation during the 1st year of employment and 12 days of sick leave which are available for use upon accrual
• 10 holidays, plus each employee receives 1 floating holiday each year
• Washington State Department of Retirement Systems (DRS), which offers a guaranteed monthly benefit once vesting criteria has been met
• In addition to DRS, employees may also contribute to a 457 Deferred Compensation Plan, that offers a pre-tax contribution of 4% from the City
• Other benefits offered: Comprehensive Employee Assistance Program, Tuition Assistance, Flexible Spending Plan, Long-Term Disability, Aflac, and Flexible Schedule (per department approval)

SAFETY/WORK CONDITIONS:

Duties are performed in an office environment while stationed at a desk using a computer. Office environment may be fast paced with frequent interruptions. May be required to lift office supplies in excess of 20 pounds.

The City of Pasco is an Equal Opportunity Employer dedicated to recruiting and retaining a highly qualified and diverse workforce.

All applicants are considered for employment without regard to race, color, religion, sex, national origin, ancestry, age (40 and over), marital or veteran status, disability, sexual orientation, or any other status protected by federal, state, or local law.

In accordance with the Americans with Disabilities Act (ADA), reasonable accommodations will be provided to qualified individuals with disabilities to participate in the application and selection process upon request. Individuals who require accommodation must notify the Human Resources Department at the time of application and prior to the closing date by calling 509-545-3408.