Administrative Assistant 3 - SeaTac

Basic Function · Bring Your Organizational Talent to a Legal Department That Values Accountability, Collaboration, and Community · The City of SeaTac is seeking a detail-oriented, highly organized Administrative Assistant 3 to support the Legal Department, including the City Atto ...

Job description

Basic Function

Bring Your Organizational Talent to a Legal Department That Values Accountability, Collaboration, and Community

The City of SeaTac is seeking a detail-oriented, highly organized Administrative Assistant 3 to support the Legal Department, including the City Attorney's Office and City Clerk's Office.

This role helps keep the department running smoothly by coordinating administrative operations, managing public records, and assisting with City Council meeting preparation.

Our team is guided by the City's core values: accountability in our work and commitments, collaboration across departments, trustworthiness through transparency and consistency, social responsibility in how our decisions impact the community, and emotional intelligence in how we communicate and build relationships.

The ideal candidate brings these values to their daily work while delivering excellent customer service to residents, staff, and elected officials.

If you thrive in a fast-paced environment, enjoy working with public records and legal documentation, and take pride in delivering exceptional customer service, we encourage you to apply.

Representative Duties

Provide high level complex administrative support and office coordination duties for the City Attorney, City Clerk, Deputy City Clerk, and members of the Legal Department.

Maintain comprehensive knowledge of operations, projects, policies and procedures, systems and staff assignments. Coordinate and schedule appointments, meetings, and events as required for the department. E

Routine Public Records Requests:

serve as point of contact; oversee on-site viewing of records; ensure timely responses and dissemination of requested records consistent with established City policies, codes and guidelines, state and federal laws and the Public Records Act.

This includes researching records related to the City Clerk's Office. E

Records Management:

Inventory Records Center on a regular basis to ensure accuracy; assist with scheduled destruction and archiving of records which have met record retention requirement; upload records into the electronic content management (ECM) system; research City records and prior actions to support responding to requests from the public, staff, or Council; prepare routine reports and prepare charts and graphs summarizing activities.

E

Council Meeting Support:

provide support in the preparation of Council meeting materials and in the processing of documents associated with Council actions.

E

Maintain logs and tracking systems for records management (including but not limited to PRR Tracking Spreadsheet and Master Agreement List), and Citizen Advisory Committees.

E
Prepare 24-hour public notices and ensure that all public notices are published and posted as required. E
Assist in the contract bidding process and maintain bid files according to established procedures. E
Purchase supplies and equipment as needed according to established policies and procedures.

Review invoices, purchase orders, travel vouchers and other transactions for completeness, compliance with established policies and procedures, and proper authorization.

Identify and resolve problems before entering data and transactions into the accounting system.
Assist with budget activities as requested, including collecting data and preparing documents, financial records, and files. E

Maintain a high level of quality customer service to the public and employees; interact with visitors in-person and on the phone; provide information on City codes, regulations, activities, policies, and procedures within the scope of authority; provide forms and review for accuracy; and refer individuals to other staff and departments as necessary.

E
Perform related duties as assigned. E

To review the entire job description, including the full list of representative duties, click here.

E denotes an essential function of the job

Required Education And Experience

Three (3) years of records management experience required. Municipal experience preferred.

OR

A combination of education, training and experience that provides the candidate with the knowledge, skills, and abilities to perform the job.

Licenses And Other Requirements

Valid Washington State driver's license. A three-year driving record abstract must be submitted prior to hire.

Knowledge Of

Public Records Act.
State Records Retention policies and requirements.
Modern office practices and procedures.

Skill In

Performing administrative support with speed and accuracy.

Reading, comprehending, and applying relevant laws, codes, regulations, policies and procedures specifically related to Public Records Requests and Records Management.

Performing accounting duties in the maintenance of assigned accounts.
Accurately maintaining records, files, and filing systems.

Ability To

Research records and legal requirements.
Work both independently with minimal direction, and as a team player.
Work effectively on several projects concurrently.
Prioritize tasks with constant timelines.
Meet schedules and timelines.
Operate computer programs and office equipment used by the City.

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 Replacement

The 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 month
11 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.

01

Have you clicked the link to view the entire job description and the representative duties assigned?

Yes
No

02

What level of experience do you have processing Public Records Requests under the Public Records Act (PRA)?

A. I have independently processed PRRs, including reviewing records, applying exemptions, tracking deadlines, and communicating with requestors.
B. I have assisted with PRRs but was not the primary processor.
C. I have general records experience but not PRRs specifically.
D. I have no experience with PRRs.

03

What best describes your experience with records retention, archiving, and destruction?

A. Assisted with Records Management tasks in a government or legal setting.
B. Assisted with Records Management tasks, but not in a government or legal setting.
C. Basic filing experience.
D. I have no records experience.

04

What is your experience with electronic content management systems (e.g., Laserfiche, OnBase)?

A. I have regularly uploaded, indexed, searched, and maintained records in an ECM system.
B. I have used an ECM system occasionally for basic tasks.
C. I have used digital filing systems but not a formal ECM.
D. I have no experience with ECM systems.

05

What experience do you have preparing materials or supporting meetings for a City Council or similar governing body?

A. I have prepared agendas, packets, notices, and post-meeting documentation for a legislative body.
B. I have supported meetings but not legislative or council meetings.
C. I have limited meeting support experience.
D. I have no experience supporting meetings.

06

How would you describe your experience providing customer service involving sensitive, confidential, or regulated information?

A. I have regularly handled sensitive or confidential inquiries with tact and professionalism in a legal/municipal setting.
B. I have handled sensitive information in other industries.
C. I have general customer service experience.
D. I have little or no customer service experience.

07

What best describes your experience working with confidential or legally protected information?

A. I have extensive experience handling confidential/legal information and understand related laws and policies.
B. I have some experience handling confidential information.
C. I have limited experience with confidentiality requirements.
D. I have no experience handling confidential information.

08

What experience do you have working in a municipal or government environment?

A. I have 2+ years of municipal/government experience.
B. I have some municipal/government experience.
C. I have no municipal experience but have worked in regulated industries.
D. I have no related experience.
Required Question