Office and Records Specialist

Association of Washington Cities; Olympia (WA); On-site; USD 62,000 - 93,000; Full time

Benefits offered by this job

Health insurance

401(k) match

Paid leave

Tuition assistance

Staff appreciation events

Job summary

The Association of Washington Cities (AWC) is seeking a full-time Office and Records Specialist to join our collaborative team in Olympia, WA. The role provides lead administrative support to the administrative team, coordinates daily office activities, and assists the Public Records Officer with records management.

You will handle front desk coverage, mail processing, and support event preparation while applying redactions and safeguarding confidential information in accordance with retention

Qualifications

• 3 years' progressive administrative support experience.
• Experience coordinating team workloads, assigning responsibilities, and establishing work priorities preferred.
• Experience in records management preferred.

Responsibilities

• Provide lead administrative support in partnership with the HR Specialist by coordinating office support activities, prioritizing and assigning daily administrative work.
• Complete advanced administrative tasks, such as complex mail merges and help the administrative team use M365 applications effectively.
• Provide front-desk coverage by answering a multiline phone system, greeting guests, and covering breaks as needed.
• Process mail, checks, and other documents accurately while protecting confidential and HIPAA protected information.
• Support event preparation, including packing materials before events and unpacking afterward.
• Provide administrative support to the Public Records Officer.
• Apply redactions to documents as directed and approved by the Public Records Office and document each redaction using the applicable statutory exemption.
• Help in the organization and destruction of records in accordance with the retention schedules.
• Assist with projects related to the organization and preservation of historical documents.
• Copy, scan, file, and/or organize records, as assigned.
• Monitor the general email inbox, routing messages to appropriate staff, and responding to senders as needed.

Skills

Administrative support

Team coordination

Records management

Customer service

Communication

Education

Associate's degree

Tools

Microsoft 365

Adobe Acrobat Pro

Job description

Association of Washington Cities (AWC) is seeking a full-time Office and Records Specialist to join our collaborative and customer-focused team. This position provides lead administrative support to the administrative team by coordinating the daily office support activities, prioritizing administrative work, providing front desk coverage as needed, and assisting the team with a broad range of administrative and office support duties. The position also provides administrative support to the Public Records Officer (PRO) with the public records and records management programs of the organization.

Founded in 1933, AWC is a private, nonprofit, nonpartisan organization, which provides a wide array of services to Washington’s cities and towns. AWC builds connections between our state’s diverse cities and towns, while providing our members with the support needed to thrive through delivery of data-driven education, nationally recognized pooling programs, and nonpartisan advocacy. AWC is a vibrant, fast-paced organization supported by 70 employees who are passionate about serving our members. We have a diverse team with subject matter expertise in various areas.

AWC welcomes applicants from all backgrounds. We value the unique views, backgrounds, experiences, expertise, and potential of all our employees. We are committed to following our core values of collaboration, equity, innovation, integrity, and respect.

The full salary range for this position is $61,901 to $92,852 annually. The top candidate’s placement within the range will typically fall between the minimum and 25th percentile of the range, depending on education, training, experience, and other conditions consistent with AWC policy. A compensation market analysis is completed every other year. As outlined in policy, AWC employees generally receive an annual adjustment based on market and economic changes, and an increase based on meeting full performance expectations.

Health insurance

• AWC pays 100% of the medical premium for employees and 90% of the medical premium for spouse/domestic partner and child(ren) up to age 26.


• Dental and vision insurance are 100% employer-paid for employees and eligible dependents.

For every $1 an employee contributes toward their 401(k), AWC matches the contribution with $1.20, up to 10% of the employee’s base salary, subject to IRS thresholds. Employer match can also be applied towards eligible student loan payments.

Paid leave

• Employees accrue four hours of paid vacation leave in the first year of employment for every semi-monthly pay period, with vacation accrual increasing over time.


• four hours of paid sick leave for every semi-monthly pay period.


• 11 paid holidays and two floating holidays each year.

Additional Benefits

• Basic life insurance and disability insurance


• Employer-funded Health Reimbursement Arrangement (HRA) ranging from $770 to $1,980 based upon enrollment in the medical insurance plans


• Access to outstanding performance awards and tuition assistance


• Staff appreciation events

This position works full-time in the AWC office in Olympia, WA.

Recruitment closes on October 19, at 5:00 pm.

What You’ll Be Doing

• Provide lead administrative support in partnership with the HR Specialist by coordinating office support activities, prioritizing and assigning daily administrative work.


• Complete advanced administrative tasks, such as complex mail merges and help the administrative team use M365 applications effectively.


• Provide front-desk coverage by answering a multiline phone system, greeting guests, and covering breaks as needed.


• Process mail, checks, and other documents accurately while protecting confidential and HIPAA protected information.


• Support event preparation, including packing materials before events and unpacking afterward.


• Provide administrative support to the Public Records Officer.


• Apply redactions to documents as directed and approved by the Public Records Office and document each redaction using the applicable statutory exemption.


• Help in the organization and destruction of records in accordance with the retention schedules.


• Assist with projects related to the organization and preservation of historical documents.


• Copy, scan, file, and/or organize records, as assigned.


• Monitor the general email inbox, routing messages to appropriate staff, and responding to senders as needed.

Requirements

• 3 years' progressive administrative support experience.


• Experience coordinating team workloads, assigning responsibilities, and establishing work priorities preferred.


• Experience in records management preferred.


• Associate's degree or combination of education, experience and proven success in a similar role.

What You Bring To The Team

• Perform work without errors, maintaining a high attention to detail and accuracy.


• Highly skilled at using Microsoft 365 applications, Adobe Pro, and can learn and use a wide variety of proprietary systems.


• Exercise discretion and handle sensitive information with a high level of professionalism, tact, and sound judgement.


• Effectively organize work, prioritize competing tasks, and use available resources effectively to complete work accurately and on schedule for self and others.


• Ability to remain flexible and responsive to changing priorities, deadlines, and organizational needs.


• Strong verbal and written communication skills conveying information clearly to diverse audiences.


• Strong problem-solving skills, can gather relevant information, evaluate options, and take appropriate action within the scope of assigned responsibilities.


• Work collaboratively as part of a team, coordinate work with others, support shared priorities, deadlines and collaborate on organizational initiatives.


• Demonstrate strong judgement and decisiveness within the scope of established policies and procedures, ensuring adherence to standards.


• Proficient knowledge of business writing, punctuation, grammar, proof reading, spelling and arithmetic.


• Strong customer service skills and ability to represent AWC professionally to both internal and external customers.


• Ability to maintain consistent attendance and punctuality in accordance with approved work schedule.

Working Conditions

• Work performed primarily in an office setting and is sedentary in nature, prolonged periods of sitting at a desk and working on a computer.


• Must be able to lift and carry up to 30 pounds at times.


• Work may involve standing for long periods, stooping, repetitive motions with hand, wrist and fingers.


• Driving an automobile may be necessary, incumbent may spend prolonged periods in a vehicle.


• Incumbent may travel to trainings and events; overnight stays generally will not exceed 5 nights per year.

To request reasonable accommodations in the application process, please email [e-mail].

All offers of employment are contingent to authorization for employment in the United States, criminal background check, reference checks, and required education/credential verification. Information obtained from the background check will not necessarily preclude employment but may be considered.

All AWC employees must work in Washington state, unless explicitly preapproved by the CEO to work in Oregon or Idaho.

AWC is an Equal Opportunity Employer and values diversity on our team. Applicants are considered for positions without regard to race, color, religion, creed, sex, sexual orientation, national origin, ancestry, age, perceived or actual physical or mental disability, genetic information, marital status, veteran status, gender identity or expression, as required by federal, state, and local laws.