Administrative Assistant 3 - PW

Basic FunctionAt the City of SeaTac, we are committed to serving our community with trustworthiness, collaboration, social responsibility, emotional intelligence, and accountability. Our Public Works Department plays a vital role in maintaining the infrastructure, services, and daily operations that keep our city running smoothly.

We are seeking an Administrative Assistant 3 who thrives in a dynamic environment, enjoys coordinating complex administrative functions, and takes pride in supporting a team that serves the public every day.

Why You’ll Love This RoleAs the Administrative Assistant 3, you will be the central administrative hub for Public Works supporting the Director, division managers, and staff across multiple operational areas. You will coordinate projects, manage records, support financial processes, and help ensure the department runs efficiently and professionally.

This role is perfect for someone who enjoys variety, problem-solving, and being the “go-to” person who keeps everything moving.

Representative

Duties

• Provide executive-level administrative support to the Public Works Director and division managers
• Coordinate department workflows, schedules, communications, and operational follow-up
• Support contract administration, grant documentation, and compliance requirements
• Maintain financial, purchasing, and budget tracking records
• Serve as the department’s Records Management representative
• Support customer service request systems and public communications
• Prepare agendas, minutes, reports, and public notifications
• Train and support administrative staff on procedures and systems
• To review the entire job description and the representative duties assigned, please click here.

Required Education And Experience

• High school diploma or GEDFour (4) years of increasingly responsible administrative support experience
• Experience with complex coordination, records management, financial tracking, and customer service
• Experience supporting executive-level staff is highly desirable Training in Public Works contract administration is a plus
• Knowledge OfOrganization, functions, and activities of the assigned department.

Financial and statistical record-keeping techniques.

Principles of supervision include training and development of assigned personnel.

Processing requirements and procedures for public documents.

Basic budget preparation and control techniques.

Modern office practices, procedures and equipment including a personal computer.

Computer software including word processing, spreadsheets, and database management.

Correct English usage, grammar, spelling, punctuation, and vocabulary.

Interpersonal skills including tact, patience, and courtesy.

Laws, codes, regulations, policies, and procedures related to the assigned department and work performed.

City and department organization, operations, policies, and objectives.

Preparation and presentation of financial, statistical, and narrative reports.

Office management techniques.

Telephone techniques and etiquette.

Skill InPlanning and performing complex administrative and office coordination duties.

Relieving the Director of administrative duties having a department wide impact.

Performing secretarial and administrative assistance duties in support of the Director.

Operating a computer terminal to enter data, maintain records and generate reports.

Researching and analyzing data and information and develop, evaluate, and present alternative recommendations.

Communicating effectively both orally and in writing.

Maintaining financial accounting records.

Preparing, monitoring, and controlling assigned budgets.

Updating website pages and use of various social media.

Operating cell phones to manage phone app citizen request program.

Typing, transcribing materials and operating office equipment.

Typing at 45 words net per minute from clear copy.

Ability ToPlan and organize work.

Evaluate and recommend improvements in operations, systems, procedures, policies, and methods.

Present ideas and concepts clearly and concisely.

Read, interpret, apply, and explain codes, rules, regulations, policies and procedures.

Work confidentially with discretion.

Establish and maintain cooperative and effective working relationships with others.

Meet schedules and timelines.

Work independently with little direction.

Licenses And Other

Requirements

• Certification and/or training in Public Works Contract Administration, highly desired.

The City of SeaTac offers a competitive compensation and benefits package to all eligible employees. These benefits include the following:

• Medical Benefits/Life Insurance
• Regence Medical Insurance: choice of a copay or High Deductible Plan with option of a Health Savings Account
• Kaiser Permanente with a Deductible
• Choice of Delta Dental of Washington or Willamette Dental Group for Employer Paid Dental Plans
• VSP is Employer Paid Vision Plan
• Employer Paid Basic Life Insurance and Accidental Death and Dismemberment Insurance with the Hartford Insurance Company
• Employer Paid Long Term Disability with Standard Insurance
• Employee Assistance Program with Compsych
• Retirement:

Employees are enrolled in the State of Washington Department of Retirement Systems Plan (PERS); employee and employer contribute to the plan.

Social Security ReplacementThe City contributes 5.058% to the 401a Social Security Replacement Plan with MissionSquare 401a. Employee contributes 6.2%.Deferred

Compensation

Employees have the option of contributing to an MissionSquare 457 plan.

• Paid Leave
• Accrue 8 hours of sick leave per month
• Accrue 8 hours of vacation leave per month11 paid holidays; 2 floating holidays per year Management leave for exempt personnel
• Tuition Reimbursement: employees are eligible to participate after completion of their probationary period.

Wellness Program: Fun and engaging wellness activities to encourage a healthy work place.

Commuter Trip Reduction Program: The City provides incentives to reduce single occupancy vehicle commute, and provides a monthly pass up to $100 to cover transit needs.01Describe your experience providing administrative support in a fast-paced office or operational environment.

Include examples of the types of administrative duties you performed and how you managed competing priorities and deadlines.02This position regularly interacts with staff, residents, businesses, contractors, and outside agencies.

Describe your experience in providing professional customer service when responding to questions, complaints, or difficult situations.03Describe your experience using office technologies, software applications, electronic records systems, scheduling systems, customer service request systems, website content tools, or other administrative technologies.

Include examples of how you have learned, adapted to, or helped implement new systems, processes, or technologies in the workplace. Required Question