Please do not attach a resume or cover letter. They will not be evaluated.

About the Position
The City of Olympia Community Planning and Development Department (CP&D) seeks an exceptional and highly qualified professional to join Administrative Services Team. This position will support all CP&D lines of businesses, Customer Services and Downtown Operations, Planning and Engineering, Development Permit Services, Strategic Projects, and the Housing and Economic Development Programs. This is a benefited part-time position .5 FTE.

Ideal Candidate Profile

• Exemplary administrative office support skills, including proofreading, knowledge of formatting standards, organizing, prioritizing tasks, project management, developing and managing public records, website development and calendaring.
• Above average skill in Microsoft Office products, especially Word, Excel and Outlook.
• Outstanding communication skills and a strong customer service ethic.
• Ability to embrace and adapt to a flexible schedule that includes evening work.
• Diverse administrative skills; able to switch gears quickly and smoothly from one project to the next.
• Team mentality – sees themselves as a part of a larger team whose members support one another.
• Knowledge of, or the ability to, learn the complex programs and processes of the CP&D Department.
• Ability to multi-task and prioritize workload and deadlines in an environment with competing demands and interruptions.
• Outstanding organizational skills and a reliable self-starter.

To Apply

• Do not attach a Resume or Cover Letter.  They will not be evaluated.
• This is a continuous recruitment.  To be considered for the first round of interviews submit your application by 11:59 p.m., March 22, 2021. 
• Only electronic applications are accepted.

Contact Information
If you have questions about the position and/or requirements, contact Suki Bell-Sullivan at sbell@ci.olympia.wa.us.

The essential functions of this position include but are not limited to

• Responsible to perform program administrative support duties including assistance with proofreading and editing, research, implementation, record keeping, monitoring and routine operation of a specific City program
• Develop and implement program related promotional materials
• Maintain record keeping systems to track and measure program effectiveness
• Ensures records and information systems are maintained in accordance with rules, regulation, space and other considerations; monitors and adjusts when necessary
• Back up, copy, duplicate or archive records as necessary using a variety of methods, including computer systems, off site storage or transfer of documents to private storage or public archive facilities
• Plans, develops and updates procedures required to implement Department records systems and information management programs
• Performs and assists with Public Records requests and coordinates activities related to this function
• Type various documents from written/verbal instruction or machine dictation
• Facilitating evening meetings by Zoom webinar
• Punctual, regular and reliable attendance is essential for successful job performance

Knowledge/Skills/Abilities

• Basic working knowledge of program area
• Knowledge of various research methods and source material
• Knowledge of basic municipal organization
• Knowledge of community related programs
• Skill in guiding, facilitating and communicating with a variety of audiences concerning program goals and operations
• Skill in preparing, or assisting in the preparation of, promotional materials related to specific program
• Skill in defusing interpersonal conflicts and dealing effectively with customers in various stages of emotional distress
• Ability to work independently, set priorities, meet deadlines and exercise appropriate independent judgment in the completion of job duties
• Ability to prepare and present program-related information to various audiences
• Ability to assist in the preparation of grant and other funding source applications
• Ability to lead and monitor the work of others
• Ability to perform basic mathematics
• Ability to maintain files and records in accordance with various funding source requirements
• Ability to read, interpret and apply prescribed instructions and information to program administrative requirements
• Ability to work cooperatively with others as a member of a service-oriented team
• Demonstrated punctual, regular and reliable attendance is required

Education/Experience

• Two years related experience is preferred
• Experience in specific program area preferred

Special Requirements

• Some positions may require a valid Washington State Driver’s License

Contacts

• Depending on program assignment, the Program Assistant will have various interpersonal contacts including other City employees, business community, utility customers, other governmental agencies and/or the general public.
• Contacts with other City employees may be for the purpose of supervision, information sharing and/or work coordination.
• Contacts with the business community are often for the purpose of information sharing but may include problem resolution relating to the program.
• Contacts with utility customers and the general public are usually for the purpose of information sharing.
• Some contacts may be difficult, requiring the Program Assistant to use tact and courtesy when explaining City programs, policies and procedures.
• The Program Assistant will always have other City staff to use as a resource in problem resolution.

Supervision

• May provide lead direction to less experienced employees and volunteers.

Accountability

• The Program Assistant is accountable for the timely, effective, professional completion of all assignments.

Working Conditions

• Depending on assignment, the Program Assistant may work in an office where noise and frequent interruptions are possible or in the field.
• Some positions may involve exposure to customers in varying degrees of emotional distress, and physical/verbal conflict.

In order to participate in the recruitment process, accommodations for people with disabilities may be made by contacting Human Resources at (360) 753-8442.

The City of Olympia is an Equal Opportunity Employer, committed to a diverse workforce.  Women, minorities, and people with disabilities are encouraged to apply.