Administrative Assistant 2

City of Kent, Washington•Cocoa, FL

3d•Onsite

About The Position

Come work at a place where you have a direct impact on the quality of life for Kent residents, business owners and visitors alike! Under the direction of the City Clerk or designee, the incumbent in this position assists 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. 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. Please note that you must attach your cover letter and resume to your application in order for your application to be considered complete. Uploading your resume to auto-fill portions of the application does not automatically attach it to your application. Incomplete applications will not be considered for this position. If you experience technical difficulties, please contact our office Monday-Friday, between 8:00 AM- 5:00 PM at (253) 856-5270 and we will do our best to assist you. 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. 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. GENERAL PURPOSE: 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.

Requirements

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
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
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
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
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.
Completion of position relevant background check
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.
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.

Nice To Haves

Previous experience working in the public sector is preferred
Certified Public Records Officer (CPRO) preferred

Responsibilities

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.
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 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 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.
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.