Administrative Assistant 2

Administrative Assistant Ii

Come work at a place where you have a direct impact on the quality of life for Kent residents, business owners and visitors alike!

The City of Kent is seeking an experienced administrative professional to provide support to our City Clerk's Office. This Administrative Assistant II position is highly visible and a primary point of contact for residents and others who have business with the City. The ideal candidate will have the ability to work effectively with minimal supervision and to appropriately handle confidential information. Being skilled at managing frequent interruptions during daily work with a pleasant and customer-focused demeanor is also required.

Top candidates must successfully pass a position-relevant background check.

This is a regular, full-time position that is benefited and represented by AFSCME. An unranked eligibility list may be established at the conclusion of the selection process that would be in effect for up to 12 months.

Applications will be accepted through Monday, December 15th. The selection process will include a written test and at least one panel interview. Qualified candidates will be notified once the interview schedule has been established.

$6,097.00- $7,431.00 monthly (2025 rates), depending on qualifications.

Under the direction of the City Clerk or designee, incumbent in this position is responsible for providing public-facing counter coverage, supporting the City Clerk's Office with technical and administrative duties; to include assisting with coordinating, processing and responding to city and police-related public records and public disclosure requests, while meeting strict deadlines and maintaining a high level of accuracy in all assigned tasks.

The incumbent and Supervisor work together to define objectives, priorities, and deadlines. The Supervisor assists employee with unusual situations, which do not have clear objectives or precedents. Employee plans and carries out assignments and handles problems and deviations in accordance with instructions, policies, procedures and/or accepted practices. Work is evaluated for accuracy, technical soundness, and conformity to practice and policy. It requires the ability to multi-task, prioritize workload and to make independent decisions under limited supervision.

Provide information and assistance to City staff, other agencies, and the public at the public-facing counter and on the telephone; answer inquiries and questions; direct or refer individuals appropriately.

Answer incoming phone calls and assist customers at the front counter in a professional and courteous manner.

Assist with receiving, logging and processing public disclosure requests and public records requests, including those of a sensitive nature which may involve legal liability, in accordance with federal, state and local regulations and City policies.

Assist with preparing response letters to requestors; scheduling appointments for review of records; assist with overseeing the review of records; and responding to questions related to the City's policies and procedures including the appeal process and closure of requests.

Review and redact digital evidence, including graphic body worn camera footage, graphic photographs, and other audio/video recordings, according to applicable exemption laws prior to releasing records.

Provide backup and support as needed in the City Clerk's office.

Participate in job-related committees, attend various seminars, trainings and meetings as assigned; remain current on developments in public records requests and related fields.

Actively support the vision, mission, values and goals of the department and the City.

Perform related duties as assigned.

Successful incumbents for this position will:

• Have the knowledge of: State and local laws and regulations regarding public disclosure requests; the retention, release and dissemination of official records and documents

• City organization, operations, policies, and objectives

• Police records systems; accessing, searching, and retrieving documents

• Functions and responsibilities of the City Clerk's Office and Police Department

• Be skilled in: Effective use of interpersonal skills using tact, patience, and courtesy

• In-person and telephone etiquette and techniques to properly assist a diverse assortment of inquiries and persons

• Have the ability to: Maintain confidentiality

• Manage multiple interruptions to planned work

• Develop an effective working relationship with employees at all levels

• Utilize Outlook to schedule and maintain calendars

• Compose, proofread, and edit documents for clear and accurate correspondence, reports, etc.

• Have strong attention to detail skills

• Meet timelines and schedules

• Understand and work within the scope of authority

Skills for the position may be gained through education, certification, relevant job experience or a combination, such as:

• Education: High school diploma, general education degree (GED), or equivalent, supplemented by two years of college level course work or vocational training in administrative support, office management, payroll/accounting, or a related field;

• Experience: Two years of increasingly responsible administrative support experience including at least one year of experience performing administrative support for an administrator/director, a commission, council, or special group with extensive public contact.

Licenses and other requirements:

• Previous experience working in the public sector is preferred

• Certified Public Records Officer (CPRO) preferred

• Completion of position relevant background check

Machines, tools and equipment used:

This position requires the ability to use typical business office machinery and equipment including, but not limited to, personal computer, multi-line telephone, fax machine, copier, calculator, scanner, projector, and other office equipment appropriate to the position.

Physical demands:

The physical demands described here 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 employee is: frequently required to sit and talk or hear, use hands to manipulate, handle or feel objects, tools or controls; and reach with hands and arms; occasionally required to walk; and ability to lift at least 25 pounds with or without assistance.

Specific vision abilities required by this job include close vision, distance vision, depth perception and the ability to adjust focus.

Working conditions:

Work is performed in an indoor environment with extensive public contact; the employee may be subject to multiple interruptions by phones and interoffice activities. While performing the duties of this job, the employee may be exposed to difficult, irate, or hostile customers. The noise level in the work environment is usually moderate.

This position is not eligible for remote work and for the first year is expected to be a Monday-Friday 8:30 am-5 pm schedule.

The City of Kent is an Equal Opportunity Employer.