This is a 20-hour per week job-share position with a work schedule of Wednesday: 1:00 - 5:00 p.m., Thursday and Friday: 8:30 a.m. - 5:00 p.m.; additional hours will be available when leave coverage is needed.
Interviews will take place on January 27th. Candidates will be notified by January 25th whether or not they're invited to participate.
The Office Assistant performs a variety of public services, accounting and/or administrative duties of a regular and recurring nature including collecting payments, providing information to the public, maintaining records, and providing exceptional customer service. This position works in the reception area of City Hall, answers telephone calls and serves as the face of the City. As such, they must reflect a professional and courteous demeanor at all times. Other responsibilities include providing public relations, general office operations and special projects. This position is characterized by independent action and initiative necessary to carry out the assigned duties. Work is performed with general supervision.
About City of Lake Stevens
Lake Stevens is a vibrant and growing community - the second fastest-growing city in Snohomish County - with a population of nearly 39,000 which makes us the 5th largest city in the county.
Lake Stevens is generally a residential community with access to numerous commercial, retail and recreational opportunities. Of course, the crown jewel of the community is the lake itself, which boasts some of the greatest water recreational opportunities in the county. Lake Stevens is also uniquely situated, being close to the lake, ocean, and Cascade mountains, to take advantage of many outdoor activities. The Lake Stevens Schools are excellent and, coupled with a city priority of parks and increased walkability, makes Lake Stevens an ideal place to raise a family.
The City of Lake Stevens operates under the mayor-council system. The city’s motto, “One Community Around the Lake”, embodies our quality of life, top-ranked school district, and the City Council’s commitment to providing excellent services and amenities for its residents.
Why City of Lake Stevens?
- Work-Life Balance – We are committed to ensure that our staff experience the reward of public service, while also sustaining a routine that suits each individuals’ lifestyle.
- Plan For Your Future – The City of Lake Stevens offers a comprehensive benefits package that includes a variety of healthcare options. Employees also have their choice of state retirement programs, and much more. Go to our Benefits page for more information.
Essential Duties and Responsibilities
Essential duties and responsibilities may include, but are not limited to, the following:
- Unlock and lock City Hall main door(s) daily
- Answer and direct incoming phone calls to appropriate department or agency. Maintain list of other governmental agencies and businesses in Lake Stevens for directing phone calls
- Greet all walk-in customers; respond to their questions or direct them to the proper individual and/or department. Maintain a high level of customer service and professionalism with each customer.
- Receive, endorse and post cash receipts to appropriate accounts utilizing software system. Provide customer receipts for all types of payments. Balance daily receipts and correct errors by re-entry as necessary. Maintain security over cash and checks at all times. Balance cash drawer daily.
- Receive mail, open and distribute to proper departments. Send and receive mail and packages; determine and adhere proper postage and deliver to post office or call for pick up.
- Accept various applications (e.g., business license, park and facility usage, pet license, boat launch parking, building, planning, engineering, etc.) and route to appropriate staff
- Maintain calendars for conference rooms and City vehicles
- Provide clerical support including research, data entry, special mailings, and filing to each City department as directed
- Assist Finance Department with accounts payable; check "Invoices" email daily, receive and route invoices to proper departments, assist in collection and sorting of approved invoices, mail/route vendor checks after City Council approval
- Assist Permit Division with clerical support including setting up files, scanning, copying, mailings, and filing
- Assist Planning Department with processing Business Licenses. Receive, route, and track Business License approvals and answer most Business License-related questions. Assist in maintaining Business License files. Duties may include receiving and routing applications, approving through the BLS website, written and verbal correspondence with clients regarding business licensing requirements and approvals, etc.
- Reconcile all web payments daily; process online payments, review with appropriate staff, post cash receipts to appropriate accounts utilizing software system
- Maintain general office equipment including copiers, fax and postage machines; scheduling maintenance and service calls, stocking paper, toner, and supplies as needed
- Responsible for maintaining, purchasing and stocking office supplies for City Hall
- Maintain regular, reliable and predictable attendance
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
- Perform other duties as assigned.
Physical Demands and Work Environment
The physical demands described here and in the Physical Requirements Questionnaire
are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the incumbent is constantly required to use hands to manipulate, handle, and feel; talk; listen; and hear. The incumbent is frequently required to sit for extended periods of time, type on a keyboard and talk on the telephone. The employee is frequently required to stand; walk; reach with hands and arms; occasionally climb, balance, stoop, kneel, and crouch. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close, distance, color, and peripheral vision; depth perception; and the ability to adjust focus.
Work is regularly performed in an office environment but frequently requires walking outside for short periods of time during travel to and from buildings and post office. While performing the duties of this position, the incumbent is subject to frequent interruptions by telephones and customers and may be exposed to individuals who are irate or hostile. The noise level in the work environment is usually moderate.
Typical business office machinery and equipment utilized includes, but is not limited to, personal computer, printers, telephones, scanning equipment, copy machines, and calculator.
Education: High School diploma or equivalent (e.g., G.E.D.);
Experience: Two (2) years related experience and/or training, including experience with Microsoft Office;
Or: Any combination of education and experience, which provides the applicant with the desired skills, knowledge and ability required to perform the job, may be substituted for these qualifications. Examples of these skills include:
- Office practices, procedures, methods and equipment including computers and software including Microsoft Office Word, Excel and Outlook
- Effective oral and written communication principles and practices
- Detailed record-keeping techniques
- Municipal organization, structure, policies, procedures, practices, and objectives
- Cash-handling and credit care processing procedures
- Modern office practices, procedures and equipment including personal computers and Microsoft office including Outlook, Word, and Excel and web-based management systems
- Proper use of telephone etiquette and techniques and ability to assist in answering diverse inquiries
- Demonstrating effective interpersonal skills using tact, patience and courtesy
- Understanding and following oral and written directions
- Compiling, organizing, and summarizing complex, detailed material independently or from tape or oral instructions, letters, notices, bulletins or other material
- Maintaining a variety of complex filing systems, records, and reports
- Effective analysis, interpretation and documentation of research projects
- Maintain confidentiality and communicate with tact and diplomacy
- Participate as a contributing member of a service-oriented team
- Coordinate and conduct several activities simultaneously, under stressful and busy conditions
- Utilize social media, website platforms and other media to effectively communicate city-related information
- Establish and maintain effective working relationships with staff, management, vendors, outside agencies, community groups and the general public; present a positive image of the City in a variety of circumstances
- Demonstrate positive and effective interaction and communication with diverse individuals and groups
- Maintain a customer service orientation, be courteous and diplomatic in the exchange of information and present a positive image of the city in a variety of circumstances
- Analyze situations accurately and adopt an effective course of action
- Organize work for maximum efficiency
- Operate proficiently standard office equipment such as computer terminal, cash register, word processing and spreadsheet software, calculator and photocopier and to learn to operate any new or modified equipment which the City may obtain
License and Certification Requirements:
- Successful completion of position-relevant background check, including a credit check
How to Apply
Applications for this recruitment will be accepted electronically. Your relevant experience may be evaluated to determine salary. Therefore, it is very important that the “Work Experience” portion of the application be completed in as much detail as possible.
In order to be considered for this opportunity, please include the following with your online application:
- An attached resume outlining (in reverse chronological order) your experience to date.
- An attached cover letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role.
- Contact details for a minimum three (3) individuals who can attest to your work performance, technical skills, and job-related competencies. This information can be entered in the “References” section of the online application; does not require an additional attachment.
The City of Lake Stevens is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran’s status, disability, or any other basis prohibited by federal, state or local law.
There are no limitations to who's a best fit to serve this community. If we contact you for an interview and you need specific accommodations, please let us know. We're happy to make the arrangements. We’ll need to know ten (10) days in advance to make sure we get you situated, so call Human Resources at (425) 622-9400 or email HR@lakestevenswa.gov. You're also welcome to mail your request to City of Lake Stevens Human Resources, P.O. Box 257, Lake Stevens, WA 98258.