Administrative Specialist III - Temporary

San Juan County (WA); Friday Harbor (WA); On-site; USD 42,000 - 55,000; Full time

Job summary

San Juan County is seeking a Temporary Administrative Specialist III to support the Public Works Department for up to 13 weeks. The role involves data entry, document processing, and answering public inquiries in a courteous manner.

The position requires office clerical experience, strong organizational skills, and the ability to manage calendars and permits. The ideal candidate can begin around mid-October 2026 and handle multiple office tasks with accuracy.

Qualifications

• Two years of college-level coursework and two years of general office work experience.
• Experience with word processing, spreadsheets, databases, and calendar scheduling.

Responsibilities

• Data entry and database maintenance for engineering information systems, including permits and reviews.
• Type and mail letters and documents for Public Works employees; assist with documents for bids and projects.
• Answer phones, provide information to the public, and route inquiries to the correct contacts.
• Maintain inventories of office supplies for all divisions.
• Administer permits for Roche Harbor and Hunter Bay, including renewals and decals.
• Schedule and manage vehicle, boat, and space reservations for staff and the public.

Skills

Data entry

Database management

Office communication

Customer service

Education

Two years college coursework

Tools

Excel

Microsoft Outlook

Job description

Temporary Administrative Specialist III

The position will work for a maximum of 13 weeks from the date of hire and the ideal candidate will be able to start work on Tuesday, October 13th, 2026.

Provides varied clerical, database management and administrative support services to the Public Works Department. Duties include database management, filing, preparation of correspondence, maintenance of department permit logs, incoming and outgoing mail, scheduling, reception and phone answering, and other general office support duties. Provides information to the public by phone, correspondence or in person. Work is performed under the general direction of the Administrative Program Manager.

1. Responsible for data entry and database maintenance for engineering information systems including, but not limited to: permit processing, development reviews, and public inquiries, using Excel, andsoftware.


2. Types and mails letters, documents and forms for Public Works employees in all divisions. Assists with copying and document production as needed for bids and projects. Uses and maintains office machines, and troubleshoots or calls for repairs when needed.


3. Serves as receptionist, answers phones, takes messages, transfers to the proper extension or helps person on the line. Provides information to the public by phone, correspondence or in person. Meets and deals with the public by phone or in person in a pleasant and courteous manner despite stressful or difficult situations. Establishes and maintains effective working relationships with other employees. Requires knowledge of Public Works operations and County systems to route inquiries to correct district contacts.


4. Orders and maintains inventories of office supplies for all divisions.


5. Administers parking and moorage permits for Roche Harbor and Hunter Bay, including annual renewal notification to permit holders, obtaining new decals, and issuing permits according to County policy.


6. Administers vehicle, boat, and space reservations for Public Works staff, County personnel and general public through Outlook calendars.


7. Assists with asset tracking to include locating assets and verifying accuracy in the tracking system.


8. Assists with meeting coordination, reservations, agenda, attendee lists, food, and scheduling for all divisions.


9. Develops content and publishes monthly Public Works newsletter.


10. Maintains physical and electronic office files.


11. Runs errands, date stamps, sorts, distributes and retrieves interoffice communications from Courthouse and post office mail. Posts County notices.


12. Deposits cash or checks received in accordance with the Auditor's Cash Handling Procedure and submits revenue transmittals to the Treasurer. Submits documentation, with receipts, for reimbursement of expenditures.


13. Helps maintain a clean and efficient office environment.


14. Acts within the scope of his or her responsibilities, working as a public employee and municipal officer with courtesy and professionalism, and adhering to the highest standard of ethics in accordance with RCW 42.52.


15. Other general office support duties as assigned.

Two years of college level coursework and two years of general office work experience including word processing, spreadsheets, databases, Microsoft Outlook calendar scheduling, and accepted best clerical practices; or any combination of education and experience which demonstrates the ability to perform the essential functions of the job.

Preferred Qualifications

Two years of college level coursework and two years of general office work experience.

Physical and Mental Requirements

• Work requires continuous sitting and operation of a computer including keyboard and mouse operation


• Frequent standing and walking


• Involves talking and hearing in person and on the phone


• Vision abilities required by this job include close vision and the abilityto differentiate colors and read computer monitor.


• Deals with customer stress and deadlines, which may require overtime, flexibility of time


• This position requires attention to detail and communication skills


• The employee must be able to drive County vehicles on a daily basis.

Working Conditions

Works primarily in an office environment although some travel to other locations may be required by boat or by air, including for field operations, which may involve inclement weather conditions.