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The City of Everett is accepting applications for the appointive position of Administrative Assistant in Everett Transit’s Commute Trip Reduction office. The Commute Trip Reduction Administrative Assistant is responsible for overseeing the Commute Trip Reduction program among external employers that participate in the program. The Commute Trip Reduction program is funded by a grant from the Washington State Department of Transportation. The administrative assistant will assist the Grants Manager in ensuring that all grant requirements are adhered to and that external employers participating in the program complete required deliverables.

Why Everett? Working for City government is personally rewarding for those looking to make an impact at the community level. As an employer, we advocate for employee professional growth, and value work-life balance. The City of Everett is proud to be an Equal Opportunity Employer, and our goal is to recruit and hire capable and engaged job candidates from a diverse range of backgrounds. We are committed to creating and supporting an inclusive and welcoming environment for all employees.

The City provides excellent benefits, including medical, dental, vision, Washington State retirement system (DRS), and basic life insurance plans. Employees will also accrue vacation, sick, and holidays throughout the calendar year. For more information on benefits for this position, click here: Appointive Benefit Guide.

About the City

Located 25 miles north of Seattle and nestled between Port Gardner Bay and the Snohomish River, Everett is the largest city in Snohomish County. At a population of more than 112,000, Everett is a small, big city in the heart of the Pacific Northwest. Our community continues to experience extensive development on our waterfront and historic downtown with a vibrant arts culture, music scene, innovated dining, breweries, and much more. Pick your choice of recreation activity in the mountains or water and we have it. We are home to Everett Silvertips Hockey Club and the AquaSox minor-league baseball team. This is an exciting chapter in Everett’s story, and you can be a part of it! Learn more about Everett’s exciting future!

ABOUT THE JOB

This job class is responsible for clerical and administrative work often of a confidential nature, for city administrative officers, elected officials and/or department staff. Emphasis is placed on relieving an appointed official, department director or department staff of administrative duties, including the preparation of reports and correspondence and the gathering of background information and other data for review. Additionally, the employee will be the main point of contact for external employers that participate in the Commute Trip Reduction program. Successful performance of the work requires incumbents of this class to exercise individual initiative and apply considerable independent judgment gained through experience in the performance of highly responsible clerical duties. Work activities involving major departures from standard policies are reviewed by the incumbent’s supervisor, but ordinarily the employee will develop procedures and carry work through to completion. Work in this class may involve the indirect supervision of other clerical staff.

ILLUSTRATIVE EXAMPLES OF WORK

• Perform confidential clerical and administrative work of a varied nature including receive and screen telephone calls; establish and maintain files, records, and other information sources needed to facilitate, support and document office or department activities.
• Provide information regarding Commute Trip Reduction policies and procedures. Maintain records to comply with applicable city, state and federal requirements.
• Compose and type general correspondence, which requires knowledge of departmental and/or administrative operations, policies and procedures to prepare.
• Take, transcribe, check, and proofread complex oral and machine dictation to produce meeting minutes, contracts, ordinances, correspondence, memos, reports and other documents.
• Utilize word processing and spreadsheet functions to tabulate and sort data, generate reports, newsletters, worksheets, schedules, letters, memos, requisitions and other items of similar complexity.
• Generate topics and write the quarterly Commute Trip Reduction newsletter.
• Coordinate with external employers to obtain required annual reports and biannual employee surveys.
• Market the Commute Trip Reduction program and conduct outreach to increase external employer participation.
• Create quarterly Commute Trip Reduction training presentations and present trainings to external stakeholders.
• Coordinate with departmental staff to organize and participate in events such as Bike Everywhere Day and employer fairs.
• Attend meetings with external stakeholders and represent Everett Transit.
• Occasional travel for Commute Trip Reduction conferences.
• Organize difficult, non-routine administrative and/or clerical work; may assign tasks to other clerical staff and supervise the completion of work.
• Gather information for reports and transactions, consolidate and prepare data for review such as quarterly grant reports.
• May maintain departmental records and/or files, enter information into databases, and other reports on department, division, and/or employee activities.
• May provide general budget work for departments and/or divisions including monitor budget expenditures, grant invoices, invoice entry, pay invoices, oversee petty cash account, and initiate and follow up on purchase requisitions.
• Perform related work and special projects as assigned.

MINIMUM EDUCATION AND SPECIAL REQUIREMENTS

• Associate’s Degree in a related field and
• 3 years of experience performing varied office support work of a progressively responsible or confidential nature, including word processing, spreadsheets and databases.
• 1 year of experience coordinating with external stakeholders is highly desirable.
• Candidates with work experience in the area of assignment are preferred.

RECRUITMENT PROCESS

All interested applicants are required to submit:

• City of Everett online employment application
• Supplemental Questionnaire
• Resume (not to exceed two pages)

Candidates will be contacted throughout this process via email and should periodically check their spam folders for messages filtered by their email providers.

PROCEDURES/DEADLINE

Application materials may be accessed via http://www.everettwa.gov/careers. Completed applications must be submitted through the City’s online application system. INCOMPLETE, FAXED, OR EMAILED APPLICATIONS WILL NOT BE ACCEPTED.

D23XXX APPOINTIVE

Filing Opens: 5/23/23

Open until Filled