Administrative Specialist - M&O at City of Auburn – Auburn, Washington

This position performs specialist work to support the Maintenance and Operations (M&O) Division with an emphasis on customer service, warranty processing for fleet, spreadsheets, filing, records management, and more technical responsibilities than the Office Assistant.

WORK SCHEDULE: On-site, 9/80 Schedule 6:00 a.m. to 3:30 p.m. with every other Friday off.

IDEAL CANDIDATE

• Ability to utilize general ledger codes and process invoice and PCards
• Strong customer service skills to assist internal and external customers at the front counter.
• Coordinates administrative functions and constantly multitask with frequent interruptions.
• Great attitude
• Flexible

PRIMARARY FOCUS: WARRANTY PROCESSING & CUSTOMER SERVICE

In this role, you will:

• Coordinate administrative functions for the M&O Division; constantly multitask and complete assigned tasks accurately and in a timely manner.
• Use Cartegraph Software, an asset management program, for entering citizen requests, inventory reporting; assist other staff with questions; works with IT to test programs and assist in writing Standard Operating Procedures (SOPs); performs periodic audits of unassigned requests and tasks to ensure proper routing.

• Coordinate City “surplus” efforts and prepare related documents for the surplus of City assets, including fleet vehicles and equipment; also coordinates the disposal and sale of Police Department evidence and seized items.

• Greet citizens, vendors, and service/repair people at the front counter to provide direction to appropriate staff; assigns visitor badges; answers multiline telephone, two-way radios, and cell phones; and interfaces with internal and external customers.

• Supply and properly code correct phase and task numbers and work orders as necessary for cost accounting purposes; timely processes requisitions, purchase orders and invoices; processes all division purchases on PCards, and distributes and reconciles petty cash.

While these duties may be a primary focus of this job, the full job description includes a more comprehensive list of responsibilities. Click Here to review the full job description.
WHAT WE'RE LOOKING FOR...

• Graduation from high school, or equivalent; including or supplemented by courses in office procedures, bookkeeping, typing and word processing.

AND

• College level courses in accounting

AND

• Three (3) years of related work experience

OR

• a combination of education, training, and experience that would indicate successful completion of the above listed essential job responsibilities.

WHY CHOOSE THE CITY OF AUBURN?

• Competitive salary
• Excellent medical, dental, and vision plans with employee premiums paid by the City
• Employer contributions to the State Retirement System pension plans
• 12 days of paid vacation per year
• 11 paid holidays per year
• 2 paid floating holidays of your choice per year
• VEBA (tax-free health savings account)
• Optional Flexible Spending benefit plan
• Deferred Compensation plan options
• Employee Wellness Program
• Employee Assistance Program
• And more!

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION
Team Auburn values diverse perspectives, life experiences, and welcomes applications from people who will help us consistently demonstrate the values of equity, respect, and partnership. The department encourages people of all backgrounds to apply, including Black, Indigenous, and people of color, immigrants, refugees, women, LGBTQ, people with disabilities, and veterans. Individuals interested in joining our team must be committed to racial, social, and economic equality for ALL people in our community.

The City of Auburn is an Equal Employment Opportunity (EEO) Employer. No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.

READY TO APPLY?
If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, or would like to request accommodation or assistance in the application or assessment process, please contact the recruiter listed on this job announcement.

RECRUITMENT PROCESS
The City of Auburn is dedicated to building an inclusive, informed city, with opportunities for all. In alignment with that goal, the City has adopted an anonymous application process that prevents hiring managers from seeing personal identifiers, including names, addresses, and other similar information. This eliminates the possibility of unintentional or implicit bias during the initial screening of applications. For that reason, hiring managers will not be viewing any attachments to your application, including a cover letter or resume, during the initial screening.

Please make sure to submit a complete, detailed, and updated job application, and thoroughly answer the supplemental questions prior to the submission deadline! You must meet the minimum qualifications to move forward in the screening process.

Please note that if you are selected to move forward after an interview, a background check, driving abstract review, and reference check will be completed before an official job offer will be made.

COMMUNICATION FROM THE CITY OF AUBURN
We primarily communicate via e-mail during the recruitment process. E-mails from auburnwa.gov and/or governmentjobs.com should be placed on your safe domain list to ensure you receive notifications in a timely manner. As a precaution, you may also want to check your junk e-mail folders.

CONTACT INFORMATION
If you have any questions, please contact Chardae Gillespie, HR Coordinator, at cgillespie@auburnwa.gov.