Administrative Assistant (OPEN & PROMOTIONAL)

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Administrative Assistant (OPEN & PROMOTIONAL)

Salary

$48,525.36 - $67,887.85 Annually

Location

WA 99216, WA

Job Type

Regular

Job Number

24-00104

Department

Veteran Services

Opening Date

04/26/2024

Closing Date

7/1/2024 4:30 PM Pacific

FLSA

Non-Exempt

• Description

• Benefits

• Questions

Job Summary

This position works 37.5 hours per week.

This position is responsible for providing complex clerical and technical assistance in assigned areas to a department. Duties may include assisting with budget preparation, managing department records, assisting in the implementation of procedures and policies, coordinating administrative workflow, reviewing and authorizing payments and purchases, preparing confidential correspondence and documents, coordinating and scheduling travel, and serving as department liaison.

WHO MAY APPLY: This recruitment is open to all applicants meeting the minimum requirements. Priority consideration will be given to Spokane County employees in a position covered by the Master Contract submitting applications between 4/26/24 and 5/3/24. First consideration will be given to applicants working in the Veteran Services department in a position covered by the 1553 Collective Bargaining Agreement (CBA); second consideration given to County-wide applicants in a position covered by the 1553 CBA; third consideration given to applicants covered by the Master Contract CBA; fourth consideration will be given to all other applicants.

TOTAL COMPENSATION: $62,112 - $86,896 annually. Total compensation is an estimate based upon base compensation, median retirement fund contributions, and current employer-paid health and related benefit contribution rates (including medical, dental, life insurance, long term disability, and leave). The actual total will vary depending upon each employee's enrollment choices.

Examples of Duties

• Prepares complex reports and documents such as contracts, professional service agreements, project reports, budget reports and/or statistical reports. Gathers, compiles and analyzes complex data.

• Analyzes data and recommends action based on findings.

• Prepares confidential correspondence, reports and information.

• Maintains confidentiality of all sensitive reports, correspondence and conversations.

• Drafts resolutions, legal advertising, etc.

• Coordinates and completes arrangements for travel, conferences, out of town meetings, etc.

• Coordinates preparation of the department’s annual budget, including compilation of draft budgets.

• Evaluates departmental capital overlay needs.

• Recommends areas of enhancement or reduction required to balance budget.

• Participates in long-range planning activities.

• Supervises day-to-day operations of the office.

• Performs related activities such as tracking revenue, expenditures and budget balances, overseeing and approving payroll and attendance records; reviewing and authorizing payment vouchers, purchase orders, requisitions and treasurer’s receipts;

• Manages the department’s record storage, retention and disposition programs; and coordinates training.

• Monitors and reports on new legislation, regulations or County policies and plans.

• Coordinates implementation of new or revised procedures and policies in the department such as personnel policies, emergency response, records retention, etc.

• Prepares research projects, statistical compilations, written reports, etc. for administrator.

• Creates and maintains computer reports, spreadsheet programs and word processing documents for administrative management data.

• Maintains departmental personnel records and confidential files.

• Supervises or personally prepares Personnel Action forms.

• Supervises or prepares department payroll; calculates overtime, out of class pay, cost of living adjustments, etc.

• Represents management at labor/management meetings.

• Participates in collective bargaining.

• Participates and responds to unfair labor practice charges and/or grievances.

• Assists management in determining collective bargaining strategy and the implementation of that strategy.

• Coordinates functions such as phone installations, capital equipment purchase or leasing, repair and/or maintenance repair, and/or maintenance of building fixtures and equipment, office relocations, etc.

• Represents the Department Head or Division Manager at meetings ensuring needs and concerns of the department are heard.

• May supervise staff, including extra help and temporary employees. When doing so:

• Participates in the selection of new and/or promotional support staff.

• Approves appropriate staff vacations, sick leave, training and other authorized absences.

• Prioritizes, assigns and monitors work.

• Evaluates performance; recommends and implements decisions regarding employee selection and discipline.

• Ensures resources are available for operations and provides staff training and cross-training.

• May serves as department liaison with Information Systems Department staff and/or various state agencies whose computer programs the department uses.

• Analyzes department functions and recommends enhancements. Assists in the development and installation of new computer applications/systems and upgrades.

• Tests new computer applications and upgrades and monitors software to insure efficiency and/or accuracy of computer systems used by the department.

• May train and provide technical assistance to department staff in the use of computer programs.

• Represents the department at User meetings.

• Performs other related duties as required/assigned.

Minimum Requirements

• Five (5) years of office support experience that includes at least three (3) years of confidential and/or executive secretarial level experience with responsibility for financial, personnel, research, or administrative support functions.

• Prefer at least one (1) year of supervisory or lead experience.

• Course work or a degree in a related field may substitute for up to two (2) years of the required office support experience.

• NOTE: Some positions may require certification related to area of assignment within twelve months of appointment.

Selection Factors

• Knowledge of principles, practices, methods and procedures of governmental budgeting, payroll, purchasing and records management.

• Knowledge of supervisory theories, practices and principles.

• Knowledge of grammar, spelling and punctuation.

• Knowledge of office practices and procedures including file maintenance techniques, customer service techniques.

• Knowledge of terminology, laws, rules, and regulations governing area of assignment.

• Skilled in communicating effectively both orally and in writing, sufficient to exchange or convey information and to give and receive work direction.

• Skilled in establishing and maintaining effective working relationships at all organizational levels and with the general public.

• Skilled in the use of computers and software needed to perform the assigned duties.

• Ability to maintain confidentiality, as required.

• Ability to prioritize.

• Ability to improve effectiveness of program.

• Ability to exercise initiative and judgment and to make appropriate decisions within the scope of assigned authority.

• Ability to develop departmental budgets.

• Ability to track expenditures.

• Ability to assign, monitor and evaluate the work of others.

• Ability to coordinate work unit activities.

• Ability to handle multiple tasks.

• Ability to resolve complex problems.

• Ability to apply customer service techniques.

• Ability to develop, implement and enforce office/departmental policies and procedures.

• Ability to prepare or oversee the preparation of technical reports.

• Ability to use proper grammar, spelling and punctuation.

• Ability to perform basic mathematical calculations.

• Ability to use standard office equipment such as phones, copiers, calculators and fax machines.

SPOKANE COUNTY

Employee Benefits Summary

The following is a brief list of benefits available to Spokane County regular employees. Complete information is available from Human Resources Department. This information is subject to change.

PAID TIME OFF

Spokane County Observed Holidays

Up to 10 (ten) paid holidays are observed by Spokane County.

PTO

Non-represented and a select group of represented employees receive a bank of hours that combine both vacation and sick leave into a paid time off bank. There is no waiting period to use this time and it starts out at almost 2 days per month accrual increasing in accrual rates annually for first 5 years.

Vacation

For employees with less than five (5) years of continuous service, the accrual rate is 1 day of vacation each month for a total of 12 days per year. After six (6) months, employees are eligible to take accumulated vacation time. (Please note the vacation time accumulation may vary depending on contract language).

Sick Leave

Sick leave is earned at 1 day per month and can be taken as the days are accumulated.

Other Leaves

Spokane County provides several other paid leaves such as: bereavement leave, jury duty and military duty leave.

INSURANCE BENEFITS

Medical Insurance

Two plans are currently available: Premera Blue Cross (PPO) and Kaiser Permanente (HMO). Spokane County pays 95% of the premium for full-time employees and 90% of the premiums for spouses and dependents. Premiums are deducted each pay period (pay periods: 15th and last day of the month).

2023 Rates:

Premera

Employee Only: $38.04 per month

Employee & Spouse: $149.52 per month

Employee & Family: $209.60 per month

Employee & Child(ren): $136.16 per month

Kaiser:

Employee: $35.92 per month

Employee & Spouse: $140.56 per month

Employee & Family: $196.06 per month

Employee & Child(ren): $128.58 per month

Dental Insurance

Two plans are currently available: Delta Dental of Washington (PPO) and Willamette Dental (DMO). Spokane County pays 95% of the premium for full-time employees and 90% of the premiums for spouses and dependents.

2023 Rates:

Delta Dental Willamette Dental

Employee: $5.74 per month Employee: $5.98 per month

Family: $11.48 per month Family: $11.96 per month

Group Life Insurance

The County provides a $25,000 group life insurance policy to employees. The County provides a $10,000 benefit for those represented by 492, 492CS & 492CL. This benefit is paid in full by Spokane County.

Long Term Disability Coverage

Provides an income protection benefit in the event of a long-term illness or injury at rate of 60% of income up to a maximum of $5,000 per month. Spokane County pays the full premium for this plan. Deputy Sheriff's receive a benefit through their union for disability.

RETIREMENT

Retirement Plan (401a)

Spokane County employees are automatically included in the Washington State Retirement System. Both the employer and the employee contribute to the plan. This retirement plan provides a guaranteed lifetime monthly benefit once vested and eligible for retirement.

Additional Retirement Plan Option (457b)

Employees may supplement their retirement income and save money on taxes by participating in this optional County program. Roth (after-tax) option is also available through this retirement plan.

VOLUNTARY BENEFITS

AFLAC

Supplemental insurance is optional and is provided by AFLAC to help pay for benefits not covered by major medical insurance. The employee pays 100% of the premium.

Travel Assistance

Provides additional travel protections anytime you travel more than 100 miles from home. Includes pre-trip information, emergency ticket replacement, and emergency evacuation coverage. This benefit is paid in full by Spokane County.

Flexible Spending Plan (FSA)

Spokane County sponsors a Section 125 Flexible Spending Account to allow out-of-pocket Medical & Daycare Expenses to be paid with Tax Free Dollars. Premiums are automatically set up pre-tax under the FSA.

Voluntary Term Life Insurance

Voluntary Term Life Insurance is additional optional life insurance provided through The Standard Insurance. New employees are guaranteed up to $50,000 for self and $20,000 for a spouse with no medical underwriting needed.

WORK/LIFE PROGRAMS

Employee Assistance Program

Employees and their family members are eligible to receive free counseling. There are also benefits relating to financial and legal concerns.

Reduced Cost Bus Pass Program

Spokane County participates in a program with STA which discounts bus passes to $5 a month.

Wellness Programs

There are opportunities for nearby exercise programs at reduced cost and education programs around wellness themes including financial well-being, nutrition and stress reduction.

Discounts

There are local and national discounts available to Spokane County employees.

01

Please check the box that applies to your current Union status (if you are not a current Spokane County employee, please select "None of the above apply").

• I am in the open position's department and my position is covered by the 1553 collective bargaining agreement

• I am in another department and my position is covered by the 1553 collective bargaining agreement

• I am in a position covered by the Master Contract collective bargaining agreement (not 1553)

• I am in a position covered by another collective bargaining agreement (not 1553 or Master Contract)

• None of the above apply

  Required Question

Agency

Spokane County

Address

824 N Adams Spokane, Washington, 99260

Phone

509-477-5750

Website

http://www.spokanecounty.org/employment