Administrative Coordinator I - Public Works

City of Des Moines Washington•Des Moines, WA

About The Position

As a Administrative Coordinator I , you will manage detailed documentation, financial tracking, committee support, and public-facing communications-serving as the operational hub of the Public Works Department. This position will be supporting multiple divisions in the Public Works Department to include Engineering, Maintenance and Surface Water Management. Being able to multi-task, have attention to detail with a financial aptitude and strong communication skills will be crucial in the success of this role. Learn more about our Public Works Department here. Closing Date: March 15, 2026 Pay Rate: $6,191.44 - $7,526.96 per month. DOE To Apply: Complete the City's online application at https://desmoineswa.applicantpro.com/jobs/ and upload a resume and cover letter explaining how you meet the requirements. Under direction, this position is responsible for performing a wide variety of , complex, and confidential administrative duties supporting the activities and services of their assigned area. Serves as the primary point of operational and administrative contact for internal and external customers, often on complex and confidential issues. The incumbent will coordinate office services and may provide information and assistance to the public requests for various City services. May be assigned to oversee and/or participates in the coordination, supervision, and completion of special projects, assignments, events and/or serve on a variety of committees in a support capacity. Positions have frequent contact with other departments or outside agencies and the general public for the purpose of obtaining information, explaining policies and responding to routine complaints. Performs specialized administrative support functions in support of department or program activities, requiring interpretation of program guidelines within established limits, including support for the Safety Board, Commute Trip Reduction, City Council Public Safety and Transportation and Environment Committees, and Citizen Action Requests. Provides assistance to management on special projects, including gathering, compiling, and analyzing specialized information or data. Performs basic accounting and financial support functions, including data entry for purchases, billings, contractor invoice processing, fund distribution, budget monitoring, coding and approving invoices, and tracking specific budget line items. Reviews, evaluates, and processes program and department documents for completeness, eligibility, and compliance with established guidelines; collects fees, validates forms, and issues permits as required. Coordinates personnel-related functions with assigned area and the Finance and Human Resources Departments, including confidential matters, recruitment support, performance evaluations, personnel action forms, salary increases, and timekeeping functions. Attends meetings independently or with staff; prepares agendas, takes and transcribes minutes, coordinates meeting logistics, and serves as support staff for assigned committees. Prepares and distributes reports, correspondence, statistical data, bid advertisements and packets, invoices, public information materials, and special mailings. Maintains records and logs, tracks departmental information, and prepares basic tallies and reports as required. Communicates effectively with the public, other employees, and elected officials; receives and routes correspondence, public disclosure inquiries, telephone calls, facsimiles, and departmental mail. Orders office supplies, equipment, business cards, and manuals; coordinates travel and conference arrangements for staff. Establishes and maintains cooperative, effective working relationships with co-workers, other City employees, and the general public using principles of good customer service. Reports for scheduled work with regular, reliable and punctual attendance. Performs other duties as assigned, including but not limited to being assigned to work in other functional areas to cover absences or relief, equalize peak work periods, or balance the workload.

Requirements

Working knowledge of modern office methods, procedures and equipment, including but not limited to, word processing, spreadsheet operations, and facsimiles
Knowledge of English usage, spelling, grammar, composition, and punctuation
Ability to transcribe dictation or meeting notes accurately and efficiently
Ability to handle multiple tasks and conflicting priorities with confidence and poise in an environment where interruptions can be expected
Ability to establish and maintain effective working relationships with other employees and the general public
Ability to follow written and/or verbal instructions
Ability to work independently and/or with minimal supervision
Ability to perform basic math calculations
Ability to communicate effectively, both orally and in writing
Ability to compile and maintain complex and extensive records
Ability to maintain confidential data and information
High school graduate or GED equivalent required (Associate's degree preferred)
Three (3) years of progressively responsible experience in an administrative setting as an Administrative Coordinator, Program Coordinator or Office, Program Specialist or similar role
An equivalent combination of education and experience may be considered qualifying
Successful completion of a pre-employment background and criminal history check
Because of the known effects of tobacco use, the City of Des Moines does not hire applicants who use tobacco products.

Nice To Haves

Associate's degree preferred
Experience working in a construction or municipality environment preferred
Knowledge of basic accounting and budget line monitoring preferred

Responsibilities

manage detailed documentation
financial tracking
committee support
public-facing communications
coordinate office services
provide information and assistance to the public requests for various City services
oversee and/or participates in the coordination, supervision, and completion of special projects, assignments, events and/or serve on a variety of committees in a support capacity
Performs specialized administrative support functions in support of department or program activities, requiring interpretation of program guidelines within established limits, including support for the Safety Board, Commute Trip Reduction, City Council Public Safety and Transportation and Environment Committees, and Citizen Action Requests
Provides assistance to management on special projects, including gathering, compiling, and analyzing specialized information or data
Performs basic accounting and financial support functions, including data entry for purchases, billings, contractor invoice processing, fund distribution, budget monitoring, coding and approving invoices, and tracking specific budget line items
Reviews, evaluates, and processes program and department documents for completeness, eligibility, and compliance with established guidelines; collects fees, validates forms, and issues permits as required
Coordinates personnel-related functions with assigned area and the Finance and Human Resources Departments, including confidential matters, recruitment support, performance evaluations, personnel action forms, salary increases, and timekeeping functions
Attends meetings independently or with staff; prepares agendas, takes and transcribes minutes, coordinates meeting logistics, and serves as support staff for assigned committees
Prepares and distributes reports, correspondence, statistical data, bid advertisements and packets, invoices, public information materials, and special mailings
Maintains records and logs, tracks departmental information, and prepares basic tallies and reports as required
Communicates effectively with the public, other employees, and elected officials; receives and routes correspondence, public disclosure inquiries, telephone calls, facsimiles, and departmental mail
Orders office supplies, equipment, business cards, and manuals; coordinates travel and conference arrangements for staff
Establishes and maintains cooperative, effective working relationships with co-workers, other City employees, and the general public using principles of good customer service
Reports for scheduled work with regular, reliable and punctual attendance
Performs other duties as assigned, including but not limited to being assigned to work in other functional areas to cover absences or relief, equalize peak work periods, or balance the workload