Planning Administrative Specialist (Supplemental)

City of Redmond; Redmond (WA); On-site; USD 34,000 - 44,000; Part time

Job summary

The City of Redmond is seeking a highly organized Administrative Specialist (Supplemental) to support the Planning and Community Development department. You will assist across divisions including economic development, long-range planning, human services and transportation.

This supplemental role is variable, with up to 29 hours per week and a maximum of 1,040 hours per year, requiring strong MS Office skills, meticulous data management, and the ability to coordinate information with internal

Qualifications

• Thorough knowledge of office practices, methods and procedures.
• Thorough knowledge of applicable laws, codes, regulations.
• Proficiency in using MS Office products.
• Proficiency in general office administration.
• Extensive skills in problem solving and handling multiple projects.

Responsibilities

• Provide organizational and administrative support to long-term and project-based assignments.
• Coordinate information, policies and procedures for department programs.
• Prepare and maintain complex reports, documents, and spreadsheets.
• Transcribe and distribute meeting minutes and communications.
• Plan and coordinate citywide events and communications with vendors and the public.
• Maintain files and data across spreadsheets and databases.
• Monitor budgets and expenditures within the project scope.
• Assist with city publications on the internet and intranet.

Skills

Office administration

MS Office

Communication

Data handling

Research

Meeting coordination

Time management

Education

Associate degree or high school diploma with college coursework

Five years of admin support experience

Tools

MS Office suite

Job description

The City of Redmond is a thriving, culturally diversecommunityand home to over80,000 residents.Redmond is the hub of an array of commerce and industry ranging from technology,aerospace, and gaming to biomedical and innovation start-ups. In this role, you will represent the city, and our values of service, integrity, accountability, belonging and stewardship.

The Planning and Community Development department is looking for a highly organized self-starter to assist with ongoing and project based administrative work across the divisions of economic development, long-range planning, human services and transportation.

Schedule Details: This is a supplemental, variable position and may not exceed 29 hours per week and 1,040 hours per year.

• Provide organizational and administrative support to long term, ongoing projects and/or assignments which require specialized knowledge and understanding of technical details within an assigned department
• Apply specific knowledge of departmental policies and procedures in order to organize and coordinate work throughout the department and the City
• Research and review a variety of information to identify trends and quantify results as related to departmental requirements
• Prepare, maintain, update complex system data and produce reports; recognize and define problems in report data and reconcile information and/or accounts as needed; research questionable entries found in the data and initiate corrective measures as necessary
• Coordinate and provide guidance regarding information, procedures and policies for a specific City program
• Act as a liaison between other departments, cities or the general public regarding specified policies, procedures and processes
• Create, edit and process memos, technical documents and other communications related to policies, processes and procedures within the department
• Create, update and maintain detailed and complex reports, documents, spreadsheets and/or content on internet and intranet web pages
• Plan and coordinate citywide events; communicate information and policies with vendors and the general public
• Develop, update and retrieve data from spreadsheets, database programs and/or other sources
• Establish, maintain and update files, records, accounts and other information
• Complete processes and/or transactions involving multiple steps and the application of varied, complex and/or ambiguous guidelines
• Attend meetings as required, transcribe and distribute meeting minutes, agenda and communications
• Monitor, track and reconcile budgets and expenditures within the administrative scope of a project, program and/or department
• Update and maintain departmental and/or program data and documents for citywide publication to internet and/or intranet sites
• Perform backup to Administrative Assistant function as needed

Knowledge, Skills and Abilities

Knowledge of and Skills in

• Thorough knowledge of office practices, methods and procedures
• Thorough knowledge of applicable federal, state and local laws, codes, regulations and statutes
• Proficiency in using MS Office products
• Proficiency in general office administration
• Extensive skills in problem solving, managing multiple projects and in providing excellent customer service
• Skill in composing grammatically correct and effective communications
• Abilities to
• Ability to understand and reliably communicate information about departmental operations, policies and procedures
• Ability to adhere to applicable citywide and departmental policies and standards in communications both inside and outside of the organization including web pages, newsletters, reports, etc.
• Ability to operate a variety of computer programs and office equipment at an advanced level
• Ability to perform research, review and analysis of issues
• Ability to stay abreast of federal, state and local updates and changes in laws and regulations as they pertain to the department and/or division
• Ability to handle sensitive information and maintain strict confidentiality
• Ability to learn and communicate City policies and procedures
• Ability to establish and maintain effective working relationships with other employees and the general public
• Ability to perform a wide range of administrative duties with a high level of independence, judgment and initiative, while maintaining strong organizational skills and attention to detail
• Ability to work under pressure and meet deadlines
• Ability to learn new computer programs quickly

Education and Experience:

• Associate’s Degree or high school diploma /G.E.D. with 2 years of college level coursework
• Five years of progressively responsible administrative support experience
• May require relevant certification or higher education coursework as it pertains to the department/division
• Any combination of education and experience that provides the desired knowledge, skills and abilities to perform the essential duties of the position

Other

This class description describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, and skills required of the job.

Please review the Administrative Specialist (Supplemental) SR job description for more information about the knowledge, skills, abilities, working conditions, and physical requirements.

This is a non-benefitted, supplemental position