Administrative Specialist II

We welcome attachments to your application. Please know, however, that attachments are not visible to the initial review team. The completeness of your application is a factor in determining which candidates advance to the next phase of our recruitment process. Open until filled. Cutoff for first review of applications: 8 a.m., December 8, 2025. Applications received after this cutoff may not be reviewed. The Public Works Department seeks candidates for its Administrative Specialist II position. This position is in the Engineering division, which consists of 20 staff whose work includes planning and delivery of transportation and utility projects, coordination of the islands water resources, and review of private developments. The Administrative Specialist II position supports their colleagues and the community by: Providing first-line customer service via phone, email and in person; Assisting with right-of-way and private development permit processes; and Processing invoices. The ideal candidate is a detail-oriented team player and able to multi-task with patience and flexibility. Having a baseline understanding of construction, fleet, utility infrastructure and/or engineering work is beneficial but not required. Familiarity with Microsoft Office, particularly Excel, is expected. The successful candidate will be able to work quickly, at times in stressful situations, delivering professional customer service on a daily basis. Candidates may be invited to complete an online exam utilizing Microsoft Office programs. The Administrative Specialist II has responsibility for a range of administrative and staff services. Day-to-day duties vary depending on City work plan, critical issues and departments. Duties include planning and coordination of regular department functions, developing and maintaining City and department administrative procedures, preparing and reviewing standard and special reports, and preparing and maintaining spreadsheets, databases and similar computer support activities. About the City of Bainbridge Island The City of Bainbridge Island is a vibrant community with small-town feel, 52 miles of scenic shoreline and densely forested areas. Our employees are the most important asset in preserving and enhancing the special character of the Island, and in responding to the community's needs. The City provides competitive salaries, outstanding benefits and professional growth opportunities. The Administrative Specialist II classification is distinguished from the Administrative Specialist I classification by the assignment of a full range of responsibilities. Some essential functions are specific to an assignment area, and some are applicable to all areas. Functions Functions as a hands?on administrator, working with colleagues to plan projects and coordinate day?to?day activities. Coordinates and performs administrative duties to support department functions, including maintaining programs in compliance with City and department standards and protection of sensitive information. Creates, summarizes, reviews, edits or distributes a variety of documents such as correspondence, reports, records, legal documents or forms. Performs research and prepares related reports. Coordinates and performs communications duties relating to public meetings or citizen committee functions, including setting up and taking down meeting facilities; works with members of the department or citizen committee representatives to prepare and publish notices, agendas, minutes, letters, memoranda, reports and other official department communications. Attends meetings, takes notes and prepares minutes in publishable form. Provides general internal and external customer service, including answering department telephone and email, taking messages and resolving or referring issues to appropriate staff person. Coordinates and processes mass mailings, including composing documents, producing address lists and completing mailings. Creates, maintains and utilizes multiple complex databases and computer programs. Creates, maintains and utilizes official records, permits and reports, in both original and electronic formats; maintains filing systems by adding, deleting, purging and destroying records in accordance with established procedures. Provides administrative support to members of the department to include matters such as scheduling, travel planning, drafting and formatting communications, as well as responsibility for day?to?day office routines such as processing mail and ordering supplies. Maintains timely and regular attendance. Other duties as assigned. Finance and Administrative Services Provides primary customer service support for City Hall front desk; welcomes visitors and answers the main telephone line, providing information on a variety of city and community services; screens and transfers calls. Receives and processes paperwork; distributes mail. Receipts and reconciles financial transactions, including credit card payments. Prepares and delivers daily bank deposits; reviews and matches electronic payments to bank records. Public Works Processes invoices for payment. Enters time and attendance information. Administers right?of?way permit process. Assists with project communications, including web site updates, email notifications and public meeting preparation. Graduation from high school or equivalent, supplemented by continuing education and two years of office clerical support experience is preferred; OR any combination of experience, education and training that would provide the level of knowledge and ability required. Knowledge of: General municipal government policies, codes, procedures, terminology and related regulations. Professional standards for business correspondence, writing, spelling and grammar. Principles of business communication, research techniques and report preparation. Modern office procedures, methods and equipment, including computers. Mathematical principles and practices of moderate complexity. City organization, operations, policies and procedures. Ability to: Effectively plan, coordinate and complete support functions on time, and to maintain multi?task priorities during frequent interruptions. Coordinate and complete specialized departmental duties requiring understanding of City practices as well as department practices and procedures; applicable to financial matters as well as compliance with federal, State, City and other regulations. Problem solve customer service matters that require clarifying requests, performing research and problem solving on behalf of the department management team, providing responses to enquiries and maintaining response logs, records, and documentation. Tactfully and courteously deal with members of the public seeking information about City services and activities. Support and model the identified vision, values and behaviors of the organization. Establish and maintain effective working relationships. Use initiative and independent judgment within established procedural guidelines. Operate a personal computer utilizing a variety of standard and specialist software. Communicate effectively both orally and in writing. License and Certification Requirements Successful completion of a pre?employment background check is required. Working Conditions This position is not eligible for a hybrid (in?office and telecommuting) work schedule. The regular work schedule is generally Monday through Friday, 8 a.m. to 5 p.m. Work is performed in an office which is busy, oriented to public service and subject to regular work interruptions. Noise level is moderate. This position requires extensive telephone and computer operations. Physical Requirements Continuous repetitive arm/hand movement is essential to performance. The employee in this position must be able to discern voice conversation, have the physical ability to perform essential job functions, and have hand?eye coordination sufficient to operate computers, do keyboarding and operate other office equipment. The employee must have the ability to produce legible handwritten documents and may need to push, pull, lift and carry up to 30 pounds. Additional Salary Details The salary range is $5,359$6,720 per month. The hiring range is $5,359$6,002 per month. Step increases are attained annually based on satisfactory performance. Equity and Diversity Statement The City of Bainbridge Island is an equal opportunity employer. All employees and candidates for employment will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex/gender, race, national origin, religion, creed, color, marital status, veteran status, age, pregnancy, sexual orientation, gender identity, disability, genetic information or any other basis prohibited by law. #J-18808-Ljbffr