Temporary Program Assistant

City of Kirkland; Kirkland (WA); On-site; USD 40,000 - 48,000; Full time

Job summary

The City of Kirkland is seeking a Program Assistant to support Parks and Community Services with front-office operations, class registrations, payments, and program logistics. This entry-level position works under close supervision and provides essential admin support for multiple software tools such as Munis, TRIM, and Lucity.

Responsibilities include customer service, data entry, scheduling, event support, and assisting the Program Coordinator with classes and community events.

Qualifications

• High School Diploma or GED required with relevant experience.
• 2 years of customer service experience and 1 year of administrative support in recreation, environmental, social, leisure, or education services.
• At least 6 months of experience working with volunteers, youth, or older adults.
• Experience with registration software and basic office procedures preferred.

Responsibilities

• Staff front office and provide customer service to participants, staff, and the public.
• Perform class registrations, process payments, manage wait lists, and handle transfers and scholarships.
• Coordinate facility rentals, deposits, refunds, scheduling, and rental staff.
• Assist with data collection, reporting, recordkeeping, and program evaluation.
• Provide admin support for Munis, TRIM, AdobeSign, Lucity; process contracts and agreements.

Skills

Customer service

Data entry

Scheduling

Payments processing

Office support

Education

High School Diploma or GED

Tools

Munis

TRIM

AdobeSign

Lucity

Job description

Note: This role is a Temporary opportunity with an anticipated end date of February 28, 2027. The anticipated end date is subject to departmental need and budgetary considerations.

The Program Assistant provides administrative services including customer service, data entry, scheduling, payment processing, and assisting the Program Coordinator with programs, classes, and special events.

Distinguishing Characteristics:

This is the entry-level classification in the Parks and Community Services (PCS) Program series. The incumbent follows routine procedures and guidelines in the application of prescribed duties and works under close supervision with work frequently reviewed by a superior. This classification is distinguished from the Program Coordinator in that the latter performs more complex technical duties and responsible program coordination requiring a higher level of knowledge and skill.

Essential Functions:

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Provides information and responds to inquiries. Staffs front office and provides customer service to participants, staff, and the general public.
• Performs registration procedures to include: enrolling in classes, accepting and receipting payments, maintaining wait lists, performing transfers, issuing class adjustments, program scholarships, compiling daily system totals and reconciliation for daily receipts of cash, check and credit card payments.
• Responsible for facility rentals, including calculating and processing payments, deposits, refunds, scheduling and overseeing rental staff.
• Assists with data collection, reports, recordkeeping, expense, and revenue tracking, evaluating programs, new participant outreach, and quality assurance.
• Provides administrative support for Munis, TRIM, AdobeSign, Lucity, and similar programs including creating, entering, and processing contracts and agreements.
• Coordinates training and scheduling of staff, volunteers, and interns; provides emergency backup staffing as needed.
• Assists with the organization and production of department events (i.e. Green Kirkland Program, community building events, etc.).
• Assists with publicizing and promoting programs, program brochure preparation, and maintaining City webpages.
• Inventories, purchases, maintains, and organizes program supplies and equipment.

Peripheral Duties:

• Performs functions as assigned in the City’s emergency response plan in the event of an emergency.

Why Kirkland?

Ranked as one of the most livable cities in America, Kirkland is an attractive and inviting place to live, work, and visit. We have big city vision while maintaining a small-town, community feel. If you are a candidate with the desire to join an organization looking to innovate into the future, the City of Kirkland is the place for you!

If you ask our employees why they love where they work, they will tell you about the great people, work environment, supportive leadership and City Council, and innovation.

We also invest in you!

Competitive Wages:

We strive to maintaincompetitive compensation packages and work to provide wages that meet the knowledge, skills, and abilities of ouremployees.

Awesome benefits:

The City offers benefits that are unmatched by most other employers. Please click on the benefits tab above to view more details.

Childcare Programs:

To help address the challenge of reliable childcare, the City of Kirkland has agreements with two local childcare providers that offer discounted rates for our employees at 10 locations within 20 miles of Kirkland.

Learn more!

Training and Career Development:

The City of Kirkland believes in developing employees. You will have access to training opportunities designed for career development and advancement based on your position, skills, and interests.

• Must have strong oral and written communication skills, the ability to work effectively with the staff, volunteers, and the public, and manage multiple tasks.
• Ability to communicate clearly both verbally and in writing, in person and on the telephone.
• Computer skills, e.g. Microsoft Office, fax, copy machine, calculator, and multi-line telephone system.
• Knowledge of registration software preferred.
• Knowledge of basic office procedures.
• Skilled in Microsoft Word, Excel and Publisher software.
• Knowledge of basic mathematics and bookkeeping principles.
• Skilled in receiving and receipting payments.
• Knowledge of customer service practices.
• Experience working with volunteers and the public
• Flexibility; gets along with people of all ages and abilities, adapts to changing work assignments.

Minimum Qualifications:

• Education: High School Graduate or G.E.D.
• Experience: 2 years of customer service. 1 year administrative support experience working in recreation, environmental, social, leisure, or education services. 6 months of experience working with volunteers, youth, or older adults.
• Or: In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual’s knowledge, skill, and ability to proficiently perform the essential duties and responsibilities listed above.

Licenses and Other Requirements:

• Must possess a valid Washington State driver’s license.
• Must possess or obtain CPR/First Aid certification within 6 months of hire.
• 2 years of cashiering or bookkeeping experience preferred.

Physical Demands and Working Environment:

Work is performed primarily in an office or community center setting. Must be able to sit for long periods of time. At times work will be a combination of indoor office environment and outdoors in all types of weather conditions. May be required to work nights, weekends, and holidays. Must be able to lift and carry 50 pounds.

For Program Assistants assigned to the Green Kirkland Partnership program: This position encounters foot hazards as defined by the WAC, which may include any of the following: falling objects, rolling objects, piercing/cutting injuries, or electrical hazards.

The City of Kirkland is a welcoming community where every person can thrive and grow. We value diversity, inclusion, belonging, and work together to support our community. We do this by solving problems, focusing on the customer, and respecting all people who come into the City whether to visit, live, or work. As an Equal Opportunity Employer, we are committed to creating a workforce that does not discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran status, disability, or any other basis prohibited by federal, state or local law. We encourage qualified applicants of all backgrounds and identities to apply to our job postings. Persons with a disability who need reasonable accommodations in the application or testing process, or those needing this announcement in an alternative format, may call 425-587-3210 or Telecommunications Device for the Deaf at 711.

Final candidates for this position will be required to successfully complete a background check, consistent with applicable law.