Program Assistant

$54,059.20 – $65,686.40 Annually
City of Olympia, WA
Job Type
Regular > Full Time
Public Works
Job Number
6/18/2018 5:00 PM Pacific
About the Position
The City of Olympia Public Works Department seeks a Program Assistant to provide support to the Deputy Director of Public Works and the Transportation Division. This position requires a high level of professionalism, competency, and confidentiality. The successful candidate will have a passion for supporting others, be optimistic, and thrive working in a fast-paced environment with multiple priorities. This position will provide a wide range of administrative support, with a focus on preparing transportation related documents and graphic materials. The position is located at Olympia City Hall.

Ideal Candidate Profile

  • Expert-level computer skills in Microsoft Office (Excel, PowerPoint, Publisher, Word).  Experience with Legistar and Site Core is a plus, but not required.
  • Ability to take general concepts and fully develop a wide range of visual and written products such as reports, contracts, presentations, posters, brochures, and correspondence.
  • Proactive, self-directed, invested, and motivated with a genuine interest in Public Works and Transportation.
  • Ability to multi-task, prioritize, and organize workload and deadlines in an environment with competing demands and interruptions.
  • Review and proofread, with an eye for detail, and ability to adapt to different writing styles such as official correspondence, staff reports, technical reports, presentations, and website content.
  • Desire to provide outstanding customer service to internal and external customers, including helping to resolve citizen concerns.

To Apply

  • Submit a resume and cover letter by attaching them to your electronic application.
  • The cover letter is limited to two pages and should include specific examples of how you meet the Ideal Candidate Profile (above).
  • Applications must be received by 5:00 pm June 18, 2018.
  • Only electronic applications are accepted.

Contact Information
If you have questions about the position and/or requirements, please contact
Mark Russell, P.E., Deputy Director of Public Works, at 360.753.8762 or via email at

Examples of Duties / Knowledge & Skills
The essential functions of this position include but are not limited to:

  • Responsible to perform program administrative support duties including assistance with research, implementation, record keeping, monitoring and routine operation of a specific City program.
  • Performs any combination of the following tasks, depending on program: recruit, train, and lead volunteers; assist various ad hoc committees to complete the program mandate.
  • Develop and implement program related promotional materials.
  • Maintain record keeping systems to track and measure program effectiveness.
  • Collect and analyze program related data, prepare various written documents, assist in the preparation of grants and other funding source applications.
  • Perform telephone and in-person reception; type various documents from written/verbal instruction or machine dictation.
  • Compile statistics, prepare reports, and maintain program records and files.
  • Punctual, regular and reliable attendance is essential for successful job performance.
Minimum qualifications & Requirements

  • Basic working knowledge of program area.
  • Knowledge of various research methods and source material.
  • Knowledge of basic municipal organization.
  • Knowledge of community related programs.
  • Skill in guiding, facilitating and communicating with a variety of audiences concerning program goals and operations.
  • Skill in preparing, or assisting in the preparation of, promotional materials related to specific program.
  • Skill in defusing interpersonal conflicts and dealing effectively with customers in various stages of emotional distress.
  • Ability to work independently, set priorities, meet deadlines and exercise appropriate independent judgment in the completion of job duties.
  • Ability to prepare and present program-related information to various audiences.
  • Ability to assist in the preparation of grant and other funding source applications.
  • Ability to lead and monitor the work of others.
  • Ability to perform basic mathematics.
  • Ability to maintain files and records in accordance with various funding source requirements.
  • Ability to read, interpret and apply prescribed instructions and information to program administrative requirements.
  • Ability to work cooperatively with others as a member of a service-oriented team.
  • Demonstrated punctual, regular and reliable attendance is required.


  • Two years related experience required.
  • Experience in specific program area preferred.

Special Requirements:

  • Some positions may require a valid Washington State Driver’s License.
  • Positions in the Police Department may require successful completion of a criminal background investigation and polygraph examination.
Supplemental information

  • Depending on program assignment, the Program Assistant will have various interpersonal contacts including other City employees, business community, utility customers, other governmental agencies, and/or the general public.
  • Contacts with other City employees may be for the purpose of supervision, information sharing, and/or work coordination.
  • Contacts with the business community are often for the purpose of information sharing, but may include problem resolution relating to the program.
  • Contacts with utility customers and the general public are usually for the purpose of information sharing.
  • Some contacts may be difficult, requiring the Program Assistant to use tact and courtesy when explaining City programs, policies and procedures.
  • The Program Assistant will always have other City staff to use as a resource in problem resolution.


  • May provide lead direction to less experienced employees and volunteers.


  • The Program Assistant is accountable for the timely, effective, professional completion of all assignments.

Working Conditions:

  • Depending on assignment, the Program Assistant may work in an office where noise and frequent interruptions are possible or in the field.
  • Fieldwork may require traveling by vehicle or on foot in heavily congested areas; working around various chemicals; exposure to hazards associated with various fumes, odors, and vapors; and sufficient mobility to navigate uneven terrain, streams/creeks, marshy areas, etc.
  • Some positions may involve exposure to customers in varying degrees of emotional distress, and physical/verbal conflict.

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

An overview of the City of Olympia benefits can be viewed on our Employment Benefits webpage.
How many years of clerical/administrative support experience do you have?

  • None
  • 1-3 years
  • 4-7 years
  • More than 7 years
My Microsoft Excel experience can best be described as:

  • I don’t have any
  • I have only worked on spreadsheets created by others
  • I feel comfortable creating my own spreadsheets with basic formulas
  • I can use intermediate to advanced functions like charts/graphs and Pivot Tables
My Microsoft Power Point experience can best be described as:

  • I don’t have any
  • I have only worked on presentations created by others
  • I have experience creating presentations and adding pictures
  • I have advanced experience with layout/design transitions, graphics and creating graphs/charts
My ability to handle multiple interruptions and competing demands can best be described as:

  • I like to work on projects uninterrupted until they are completed
  • I prefer staff/customers to e-mail me or leave a voicemail instead of interrupting my work
  • I am okay with a few interruptions throughout the day
  • I am accustomed to working in an environment with repeated interruptions and can switch to different tasks easily
How many years of experience have you had working with external customers?

  • None
  • 1-3 years
  • 4-7 years
  • More than 7 years
How many years of experience with communications/public outreach do you have?

  • None
  • 1-3 years
  • 4-7 years
  • More than 7 years
My proofreading/editing experience can be described as:

  • None
  • I have some experience
  • I am comfortable proofreading content for basic grammar and typos
  • I consider myself an expert at proofreading and revising content
How many years of experience gathering data and drafting written materials do you have?

  • None
  • 1-3 years
  • 4-7 years
  • More than 7 years

Required Question

City of Olympia
PO Box 1967

Olympia, Washington, 98507