Office Specialist

The City of Kirkland Public Works Department is seeking to hire an Office Specialist!

Why Work for 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 management and City Council, and fearless innovation.

We also invest in you!

Competitive Wages: We strive to maintain competitive compensation packages and work to provide wages that meet the knowledge, skills, and abilities of our employees.

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 finding reliable childcare, the City of Kirkland has reserved spots for City employees at local and regional service providers, available at a discount. New employees gain access to Kirkland's reserved spots as soon as they start employment. Learn more!

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

Job Summary

The role of the Office Specialist is to perform a broad range of skilled administrative tasks. Also provides administrative support, including assistance in maintaining official City records, and other tasks that support the effective office operations of the department with an emphasis on quality customer service.

Distinguishing Characteristics: The work of the Office Specialist is unique in that it provides administrative support including office management, office operation, customer care, and quality administrative service to multiple departments ensuring the City and organization operate smoothly and efficiently. The Office Specialist performs a variety of standard/intermediate office support duties while the Administrative Assistant performs complex, specialized, technical, and non-standard office support.

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:

• Administrative Responsibilities

• Receives the public both through telephone and counter inquiries.

• Sorts and distributes incoming and outgoing mail and coordinates deliveries.

• Arranges and coordinates registration and payment for training, seminars, and conferences for staff; takes care of travel and/or accommodations that are needed.

• Serves as back-up to Administrative Assistant or senior office staff in the scheduling and coordination in the use of City conference rooms, and other shared City resources.

• Assists with training staff on various computer software systems.

• Telephones members of various boards and commissions when needed to establish availability and provide reminders of meetings. Orders meals for meetings as needed.

• Responsible for maintaining department supply cabinets and keep them stocked and organized.

• Responsible for assuring that all forms, customer tip sheets and handouts are sufficiently stocked and available for customers.

• Maintains department "will call" basket. Contacts customers for pickups and returns.

• Prepares conference room for staff meetings. Includes setting up tables, chairs, meeting supplies and refreshments.

• Assists with booking virtual appointments by generating lists of appointments, reminding staff, and ensuring that the public is set up with the appropriate staff for their inquiry.

• May act as passport application acceptance agent, which includes reviewing and processing applications for compliance with U.S. State Department requirements, and providing extensive informational services related to all facets of passports.

• Financial Responsibilities

• Tracks and reconciles registrations, payments, and transactions from a variety of internal and external sources.

• Performs research projects for senior staff members.

• Prepares and enters required purchase requisitions into the City accounting system. Verifies accurate billing amounts from vendors before entering into accounting system and follow-up with bills that are not correct. Ensures proper budgetary coding and approval codes to streamline payments and forwards to the Finance Department.

• Processes purchase orders by checking packing slips with purchase orders, matches invoices, ensures items are received and/or follows-up with deliveries. Receives items in the City accounting system and forward to Finance for payment.

• Keeps and accounts for the monthly use of purchasing credit cards for departmental use; also tracks credit card accounts for the department.

• Responsible for cash/check handling, customer billing and refunds.

• Data Collection/Entry

• Assists with data collection, analysis, and reports.

• Tracks and enters data including but not limited to: stock inventories, labor hours, equipment usage and materials used.

• Organize/Process Information

• Processes and disseminates confidential records and information in compliance with public disclosure laws and Department rules and regulations.

• Utilizes various computer software programs to perform work duties including word processors, spreadsheets, databases and specialized software and applications (document retention, permit tracking and/or inventory tracking).

• May attend and record public meetings in the absence of the recording secretary. May be responsible for attending meetings and producing minutes of team and committee meetings.

• Proofs, edits and types a variety of documents for the department managers and staff including: memos, correspondence, accident reports, inventory lists, budget information, surveys and training information and forms.

• Prepares, assembles, and distributes meeting packets for City boards and commissions and City Council Committees. This requires extensive use of office copying equipment.

• Performs research projects for senior staff members.

• Assist with distribution of department public meeting minutes. Routes to staff for editing, makes revisions, distribute to appropriate governing body for signature.

• Processes for distribution informational bulletins to all department staff.

• Attends and records public meetings in the absence of the recording secretary. Responsible for attending meetings and producing minutes of team and committee meetings.

• Records Management

• Creates and maintains file systems, ensuring required files, forms, correspondence, and other documents are appropriately filed and available.

• May serve as a records management representative for department. Annually catalogs and archives records according to Washington State Archival Retention Document guidelines. Coordinates records destruction of out-of-date items and stores and organizes off-site storage of new items according to retention schedules.

• Maintains department filing system, sets up department files.

• Sends and orders files from archives using the online archive database. Organizes and maintains archive log.

• Other Duties

• Develops office procedures and routines, as necessary.

• Serves as notary public, notarizing City documents (depending on department requirements).

Peripheral Duties:

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

• Performs duties in the absence of other administrative staff.

• Handles confidential files and information.

• Participates in support personnel hiring and training.

• Performs other related duties as required to ensure efficient office operations.

• Acts as liaison between the Department and other City Departments to ensure efficient coordination of activities.

• Knowledge of general office administration procedures, concepts, and automation applications.

• Knowledge of basic filing and Recordkeeping practices.

• Knowledge of written business communication/report-writing techniques.

• Knowledge of database management.

• Knowledge of basic mathematical computations.

• Skilled in customer service and public relations in person or on the phone.

• Skilled in problem solving, organization and planning.

• Skilled in attention to detail and accuracy

• Skilled in using office equipment such as phones, copiers, fax machines and multi-line telephones.

• Skilled in using computers and related software applications

• Skilled in effectively communicating, both orally and in writing.

• Ability to obtain a basic knowledge of Department standards and procedures.

• Ability to work cooperatively and effectively with all levels in the organization, outside consultants/vendors, other agencies and the general public.

• Ability to use independent and discretionary judgment effectively.

• Ability to assess and prioritize multiple priorities.

Minimum Qualifications:

• Education: High school graduate or GED.

• Experience: 2 years of increasingly responsible administrative experience.

• 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:

• Possess or ability to obtain Washington Notary Public license within 6 months of hire if needed, paid by the City.

• Passport acceptance agents must be U.S. Citizens and certified by the U.S. Department of State.

• Intermediate computer experience.

• Must be proficient in the use of word processing, spreadsheet and database software programs and personal computers.

• Excellent written and verbal communication skills.

Physical Demands and Working Environment:

Performs work in an office environment. Prolonged periods of sitting and computer keyboard entry is a routine part of this job. Must be able to work at a copier for long periods of time. Must be able to lift up to 35 pounds.

Selection Process

Position requires a resume and cover letter for consideration of application.  Please note how you meet minimum qualifications within the offer letter.  Applicants who are selected for next steps in the hiring process will be invited by phone or e-mail.  Candidates are encouraged to apply at the earliest possible date as screening, interviewing, and hiring decisions will be made through the recruitment period, until such time as the vacancy is filled.

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 425-587-3111.