Administrative Assistant 2 - Operations at City of SeaTac – SeaTac, Washington
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About This Position
Under the direction of the Public Works Operations Manager, the Administrative Assistant 2 – Operations performs a wide range of administrative, financial, and technical support duties that ensure accurate records, strong fiscal responsibility, and efficient office operations for the Public Works Maintenance Division and other divisions as assigned. This includes maintaining complex spreadsheets, managing multiple operational databases, tracking expenditures, supporting customer inquiries, and coordinating workflow between internal and external stakeholders. The position works at both the Public Works Maintenance Facility and City Hall, splitting time between locations as directed.
In fulfilling these responsibilities, the Administrative Assistant 2 demonstrates the City of SeaTac’s core values:
- Accountability: Takes ownership of data accuracy, recordkeeping, deadlines, and follow-through in all administrative tasks.
- Collaboration: Works effectively with field staff, office staff, contractors, partner agencies, and the public to support smooth operations.
- Trustworthiness: Maintains confidentiality, handles sensitive information responsibly, and delivers consistent, reliable support.
- Social Responsibility: Supports equitable, high-quality public service by ensuring timely and accurate processing of operational information that affects the community.
- Emotional Intelligence: Communicates with professionalism, patience, and awareness when assisting callers, coworkers, maintenance personnel, and vendors.
1. Maintain equipment rental database including spreadsheets and applications; collect, input and edit vehicle and equipment information as required, including: expenses, repair history, preventive maintenance and forecasting; develop, produce and analyze output. E
2. Reconcile and balance equipment rental expenditures quarterly; produce detailed annual Equipment Rental expenditure reports. E
3. Maintain and utilize spreadsheets and databases for service requests, fuel inventory, staff assignments and other specialized materials and expenditures related to stormwater, right-of-way street maintenance & equipment rental. Maintain tickler systems and follow-up with staff as necessary. E
4. Daily coordination and distribution of inbound utility Locate requests to designated maintenance personnel; process credit adjustments for Locates outside of the assigned service area and submit for invoicing approval. Assist assigned staff in records management for the Locate program. E
5. Perform customer service activities: answer telephone calls; schedule appointments and meetings; explain programs, policies and procedures within the scope of authority; provide information of general or limited technical nature; take messages and refer callers to appropriate person or department. E
6. Perform a variety of secretarial, clerical and public relations duties including; updating division/department web sites and social media, type and distribute letters, contracts, reports and memoranda, including materials of a sensitive and/or confidential nature; compose letters requesting or providing information concerning routine matters independently or from oral or written instructions; take notes quickly and accurately. E
7. Assist with budget development thru data collection, tracking costs of office supplies & equipment rental for manager review. Maintain records of department expenditures & run reports for division budget balance. E
8. Collect and tabulate data to assist with special projects. Prepare status reports, charts and graphs on division expenditures and activities as needed. E
9. Assist with vendor contracts, invoicing, and bid inquiries. E
10. Develop and maintain extensive filing and recording keeping systems. E
11. Process purchase requisitions and orders as needed; maintain adequate inventories of office supplies; determine and order office supplies and equipment according to established guidelines. E
12. Prepare and schedule travel arrangements for staff; assure proper accounts are charged and complete required documentation for reimbursements. E
Perform related duties as assigned.
E denotes an essential function of the job
To view the entire job description and the representative duties, please click here.- Any combination equivalent to graduation from high school and three (3) years secretarial or administrative office support experience and (2) years database management.
KNOWLEDGE OF:
- Organization, functions and activities of the assigned Division and Department.
- Office application software including word processing and spreadsheets.
- Database systems.
- Basic budget preparation and control techniques.
- Modern office practices, procedures and equipment including a personal computer.
- Financial and statistical record keeping and forecasting techniques.
- Oral and written communications skills.
- Telephone techniques and etiquette.
- Correct English usage, grammar, spelling, punctuation, and vocabulary.
- Interpersonal skills using tact, patience, and courtesy.
- City and department organization, operations, policies, and objectives.
- Preparation and presentation of financial, statistical, and narrative reports.
- Applicable laws, city codes, regulations, policies, and procedures.
ABILITY TO:
- Learn and interpret, apply and explain state/Federal laws applicable to equipment rental fund administration.
- Utilize database systems including Phoenix (fuel), Dossier (fleet maintenance/tracking), Cityworks (Service requests) and Eden (Requisitions & Purchasing).
- Plan, organize and prioritize assigned workloads.
- Operate a computer terminal to enter data, maintain records and generate charts & reports.
- Evaluate and recommend improvements in operation, systems, procedures, polices and methods.
- Research and analyze data and information and develop, evaluate, and present alternative recommendations.
- Work independently with little direction.
- Maintain financial accounting records.
- Perform administrative support and secretarial duties with speed and accuracy.
- Learn department and program objectives and goals.
- Perform clerical accounting duties in the maintenance of assigned accounts.
- Communicate effectively both orally and in writing.
- Establish and maintain cooperative and effective working relationships with others.
- Meet schedules and timelines.
- A satisfactory three-year driving abstract record, submitted prior to hire.