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Job Description
Summary
Under general supervision, the Senior Administrative Assistant performs a variety of complex, often confidential, administrative support activities in support of a department, department head, or City staff.
Essential Functions
Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:- Transcribe administrative and confidential documents.
- Calculate payroll in the absence of the Records Manager.
- Provide day-to-day secretarial duties for multi-jurisdictional policing efforts including but not limited to billing, routing and disbursement of funds, inventory tracking, scheduling and attending seizure hearings and auctions.
- Input and retrieve information from databases including Access and Spillman.
- Provides confidential administrative support for the department’s operations; coordinates a variety of activities, projects, and programs.
- Administers and manages contracts and grants, participates in short- and long-range planning, recommends and implements department policies and procedures.
- Researches and prepares a variety of reports and correspondence for internal and external audiences including formal letters, grant applications, brochures, hand-outs, educational materials; maintains social media sites as needed.
- Responds to a variety of inquiries, complaints, correspondence and messages from the public, other agencies, City staff, and elected officials.
- May prepare and manage contracts including facility use agreements and licenses.
- Receives and processes invoices, assigns charges to appropriate department accounts, monitors staff purchase cards and vendor accounts; collects and receives payments, reconciles receipts or accounts, and deposits funds.
- Manages expenditures of department or division funds in accordance with budget appropriations as approved by City Council.
- Prepares departmental reports and provides regular budget support to department assisting in preparation of the annual budget.
- Acts as department coordinator with Finance Department and State Auditor to ensure compliance with City Policy and State Audit regulations.
- Coordinates computer and software training on use of systems for staff as needed.
- Monitors department agreements, contracts, and any expiration dates are tracked.
- Coordinates calendars and schedules trainings and department meetings as needed.
- May review and monitor workflow of staff to ensure quality of work and services.
- Organizes, updates, maintains, purges, and archives files, records, and other documents in compliance with the City’s records management schedules directly or through assigned staff.
- Coordinates with Human Resources department for hiring, payroll, and personnel actions. Maintain department’s confidential personnel information.
- Assists with the maintenance and processing of department time sheets, payroll records, organizational charts, and job descriptions as needed.
- Maintains training records, coordinates registrations, and researches training opportunities for Department staff.
- Serves as department liaison for diverse external community organizations and internal City stakeholder committees and policymakers.
- Attends various meetings and takes notes; may prepare and post agendas and meeting minutes.
- Performs related duties as assigned.
Qualifications
Education, Training, and Experience Guidelines
Associate degree AND two (2) years of clerical experience; OR an equivalent combination of education, training, and experience.
Knowledge, Skills and Abilities
Knowledge of:- Applicable local, State, and Federal laws, codes, regulations, and ordinances.
- General office policies, procedures, and equipment.
- Supervisory principles and practices.
- Customer service principles, practices, and etiquette.
- Records maintenance and retention policies and procedures including public information request requirements.
- Basic organization and functions of public agencies, including the role of an elected City Council and appointed boards and commissions.
- Proper, spelling, grammar, and punctuation.
- Basic accounting practices including budget management and implementation.
Skill in:- Maintaining accurate records and filing systems.
- Interacting tactfully and professionally with City staff, outside agencies, and the public.
- Providing effective supervision, leadership, and direction to assigned staff.
- Monitoring and implementing programs and services within budgetary constraints.
- Organizing and prioritizing tasks to meet deadlines.
- Completing multiple tasks simultaneously.
- Typing and entering data with speed and accuracy.
- Preparing clear and concise communications, reports, and technical documents.
- Analyzing complex issues and implementing appropriate responses.
- Establishing and maintaining cooperative working relationships.
- Communicating effectively verbally and in writing.
LICENSE AND CERTIFICATION REQUIREMENTS- A valid State driver’s license may be required.
BENEFITS:- Medical dental and Vision Insurances
- Life Insurance policy
- Employee Assistance Program
- Department of Retirement Systems Retirement Plan
- Paid vacation, holidays and sick leave
- Gym Membership reimbursement
- Deferred Compensation (voluntary)
APPLICATION PROCESS:
Interested applicants must submit a cover letterand resume with their application. Applications must be received no later than 11:59 p.m. on Thursday, March 13, 2025.
All applicants who meet the minimum requirements will be invited to take the online written assessment. The top 20 scoring candidates will be invited to the Oral Boards. The recruitment process will include satisfactory completion of the written, typing and oral examinations. Selected candidates must agree to the following:- Fingerprint and criminal history search
- Personal background investigation
- Polygraph examination
The City of Mount Vernon provides and enforces a drug-free workplace and maintains a smoke free work environment.
The City of Mount Vernon is an Equal Opportunity Employer.- Medical, Dental and Vision Insurances
- Life Insurance policy
- Employee Assistance Program
- Department of Retirement Systems Retirement Plan
- Paid vacation, holidays and sick leave.
- Gym Membership reimbursement.
- Deferred Compensation (voluntary)
Closing Date/Time: 3/13/2025 11:59 PM Pacific -
ABOUT THE COMPANY
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City of Mount Vernon
Show moreA Message from our Mayor
Welcome to the City of Mount Vernon, Washington! Our city has a firm belief that our municipal government will be a model of success - committed to a pragmatic vision for those who choose to create a life here. You can be proud of your City Hall.
We are a mission-driven organization. We are committed to provide the most effective and efficient basic services and work with our community in a respectful and collaborative manner.
About Mayor Donovan
Mayor Donovan began his first term on January 1, 2024. Prior to becoming mayor, Peter served the residents of Mount Vernon for seven years in the Mayor’s Office. He is committed to ensuring that local city government is efficient, accessible, dignified, and inclusive.
A lifelong resident of Skagit County, Mayor Donovan loves what the city of Mount Vernon has to offer its residents and visitors. He and his wife have enjoyed raising their four children here; and he hopes to put the city on track to be a place where his children can afford to return, if they choose, to start their own families, afford their first home, and launch their own careers.
Known for his collaborative approach to leadership, he continues to develop and strengthen ties to other government entities and local agencies—to provide Mount Vernon with the best opportunity to thrive, for generations to come.
The City of Mount Vernon is a code city and a Mayor/Council form of government. The Mayor is the chief executive and administrative officer for the City of Mount Vernon and oversees and manages all operations including: Finance, City Attorney, Information Services, Human Resources, Development Services, Library, Public Works, Parks and Enrichment Services, Police and Fire Department. This includes a City staff of 255 full time employees, 56 part time/seasonal employees, and a total City budget of $141 million.
Mayor Donovan holds a Bachelor’s Degree in Communications/Public Relations from Washington State University; and a Master’s Degree in Business Administration. -