The City of Olympia, Washington is seeking an energetic and positive professional to provide administrative support to Olympia’s park maintenance team.  This is an exciting opportunity to be part of a team that maintains 1200 acres of open space, trails, recreations, and athletic facilities.  This temporary six month position will provide back-up administrative support for the Parks Maintenance Program Assistant. This includes support to the Parks Maintenance Manager & Parks Leadership Team.  This position is 30 hours/week.

Ideal Candidate Profile
The ideal candidate will have:

• Advanced skills working with a variety of software programs such as the Microsoft Office series, cost accounting and payroll systems. Experience working with work order software is desirable.
• Knowledge of data entry and records management/work order systems.
• Excellent customer service skills with the general public, City staff and co-workers.
• Excellent written and verbal communication skills.
• Experience working with a diverse work group, including office workers and field workers.
• Proficiency in the Microsoft office products Word, Excel, PowerPoint and Publisher.
• Experience designing effective public outreach/education materials.
• Superior editing/proofreading skills.
• Record of regular and timely attendance.

To apply

• Submit a resume and cover letter by attaching them to your electronic application.
• This recruitment closes 5 pm February 5, 2018.
• Only electronic applications will be accepted.

Contact Information
If you have questions about the position and/or requirements; please contact Toby Levens at (360) 753-8248, or via email a tlevens@ci.olympia.wa.us

• Data entry and records management of parks maintenance using Vueworks work order system.
• Conduct time entry and process time proofs in the City accounting system and VueWorks work order system.
• Process and code invoices by applying the correct BARS number(s) and project numbers.
• Maintain accurate program files and records (including network files).
• Finalize and format letters and memos for staff’s signature utilizing Microsoft Word.
• Create and design education and outreach materials, such as signs, flyers, brochures and postcards, utilizing Microsoft Publisher.
• Create, format and edit Microsoft Excel spreadsheets, including data entry and formulas.
• Design, format, edit, and proofread PowerPoint presentations.
• Plan, coordinate and monitor on-going activities and projects and meet strict deadlines.
• Schedule meetings and coordinate/set up meeting rooms and logistics.

• Knowledge of general office practices and procedures.
• Knowledge of correct punctuation, spelling, grammar, and word usage.
• Knowledge of the procedures and services of the assigned work unit.
• Skill in operating word processing equipment and/or a computer terminal.
• Skill in operating a variety of office machines.
• Skill in performing basic arithmetical calculations.
• Ability to type rapidly and accurately.
• Ability to alphabetize and file material with speed and accuracy.
• Ability to follow verbal and/or written instructions.
• Ability to plan, coordinate, and monitor activities and projects.
• Ability to set priorities and meet strict deadlines.
• Ability to exercise independent judgment.
• Ability to maintain attention to numerous individuals or detailed information for prolonged periods of time.
• Ability to present a positive, professional image to the general public and other City Departments.
• Ability to communicate with co-workers, other City staff, and the general public in a clear, concise manner.
• Ability to work cooperatively with others as a member of a service oriented team.
• Demonstrated punctual, regular and reliable attendance is required.

Experience/Education:

• Two years increasingly responsible work experience as an Office Specialist or equivalent required.  Experience in natural resources and/or environmental education and planning desired.
• College-level course work in clerical practices and procedures is desirable, and may substitute on a month-for-month basis for up to one year of the required experience.

Special Requirements:

• Some positions may require the ability to rapidly and accurately record and transcribe dictation or meeting proceedings.
• A valid Washington State Driver’s License may be required.

• Office Specialists III have daily contact with other Department/Division staff to exchange information, provide advice, and coordinate program work efforts.
• OSIII’s have frequent contact with the general public; responding to questions and providing information pertaining to procedures and services in a clear, concise and professional manner is central to position success.

Supervision:

• May act as lead to other clerical staff on a regular or project basis.

Accountability:

• Office Specialist’s III are accountable for the timely completion of assigned duties with minimal supervision and performing work with accuracy.

Working Conditions:

• Office Specialist’s III work in an office environment where noise, frequent interruptions and lack of space may be present.
• Duties may require sitting for long periods of time.

The City of Olympia is an Equal Opportunity Employer, committed to a diverse workforce. Women, minorities, and people with disabilities are encouraged to apply.