051-06 - Resolution - Adopting Job Description and Establishing Step System Schedule for Administrative AssistantRESOLUTION .NO. 051-06
A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON
ADOPTING THE JOB DESCRIPTION AND ESTABLISHING A STEP
SYSTEM SCHEDULE FOR THE POSITION OF ADMINISTRATIVE
ASSISTANT
WHEREAS, it is necessary for the city to periodically review the duties and responsibilities
of all employment positions, and
WHEREAS, the employment position of Administrative Assistant was proposed as an
addition to the Planning Department because of .increased work load, and
WHEREAS, the job description as attached hereto as Exhibit A and the salary step
schedule as set forth below have been reviewed by the City Council Finance Committee and are respectfully
submitted with a recommendation for approval, now, therefore,
THE CITY COUNCil OF THE. CITY OF PORT ORCHARD, WASHINGTON, HEREBY
RESOLVES AS FOllOWS:
THAT: Effective January 1, 2007 the attached job description (Exhibit A) is
provided for the position of Administrative Assistant.
THAT: Entry on the salary step schedule is subject to experience level.
Advancement through these steps is not to be considered automatic, but will be subject to
satisfactory job performance:
After 5 Years of Employment
After 4 Years of Employment
After 3 Years of Employment
After 2 Years of Employment
After 1 Year of Employment
After 6 Months of Employment
First 6 Months of Employment
HOURLY RATE
$19.04
$18.35
$17.64
$16.95
$16.28
$15.60
$14.89
PASSED by the City Council of the City of Port Orchard, APPROVED by the Mayor and
attested by the Clerk in authentication of such passage this 26th day of December 2006.
ATTEST: KIM E. ABEL, MAYOR
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Michelle Merlino, City Clerk
JOB. D~ESCRIPTION
Job Title: Administrative Assistant
FLSA: Non-Exempt
Civil Service: Excluded
Department: Planning
Reports To: Planning Director
This may be a full-time or part-time position. The regular working hours for each position and
employee shall be set by the Department Director or designee. In addition, the individual may from
time to time be required to return to duty after normal work hours.
Major Function and Purpose
The Administrative Assistant performs office/clerical duties necessary to the efficient operations of
the Planning Department and the City.
General Function
The Administrative Assistant provides clerical support duties such as typing letters, documents,
and/or reports, filing, data entry into computer and any other general assistance to the Planning
Director, which includes, but is not limited to, the functions of the Planning Department.
Supervision Responsibilities
This position has no supervisory responsibilities.
Essential Job Duties and Responsibilities
This job description reflects general details as necessary to describe the principal functions of this
job, the level of knowledge and skill typically required, and the scope of responsibility, but should
not be considered an all-inclusive listing of work requirements. Individuals may perform other
duties as assigned. Specific duties and responsibilities include, but are not limited to, the duties and
responsibilities represented in this job description. These listed duties and responsibilities, however,
in no way imply that these are the only duties to be performed. Employees occupying the position
JOB DESCRIPTION: ADMINISTRATIVE ASSISTANT PAGE 1 OF4
will be required to follow any other job-related instructions and to perform any other job-related
duties requested by a supervisor.
• Interacts with other employees and the public
• Communicates regularly with other departments as well as with the public and various
agencies
• Communicates orally using a telephone or in person
• Receives, distributes, and tracks land use permit applications
• Maintains land use files
• Formats and distributes all correspondence for Planning Department
• Inputs data to spreadsheets using computer terminal, PC or other keyboard device
• Performs a variety of other data entry functions
• Types meeting minutes and attends meetings as requested by the Director
• Uses applicable computer software programs
• Prepares public notices for Planning Commission meetings and sends to local paper
• Types staff reports, resolutions, and ordinances for land use cases
• Performs a variety of clerical functions to support the Planning Department and the City
• Regular and on-time physical attendance at City Hall
Knowledge. Skills and Abilities
To perform this job successfully, the incumbent must possess the abilities or aptitudes to perform
each duty set forth below and in the remainder of this job description proficiently.
The individual serving as the Administrative Assistant must be able to communicate effectively and
courteously. Knowledge of routine office procedures, including use of office equipment is required.
This position demands excellent interpersonal communication skills to deal with other individuals.
The individual must be proficient in spelling, grammar, and arithmetic to prepare correct
correspondence and to properly account for monetary fees and receipts. The individual must be
able to competently and timely complete assigned work, meet deadlines, and conduct themselves in
a professional manner at all times.
Working Conditions
Work is performed in an office environment. There are no extraordinary physical demands on the
employee in this position. Repeated interruption of the work routine is typical. This position
requires extensive reading and involves repetitive motion tasks. The employee will be required to
answer telephones. The work area can be noisy.
JOB DESCRIPTION: ADMINISTRATIVE ASSISTANT PAGE 20F4
Contacts and Relationships
The Administrative Assistant will provide staff support primarily to the Director and staff of the
Planning Department/ but will also have contact with the public and members of other departments
and agencies.
Physical Requirements
Continuous repetitive arm/hand movement is essential to performance of this job. The incumbent
in this position must be able to discern voice conversation. The incumbent must have the physical
ability to perform all essential job functions. He/she must have hand-eye coordination sufficient to
operate computers and other office equipment. Must have the ability to produce handwritten
documents.
Recruiting Requirements
• High School Diploma
• 3 years prior office experience/ or graduation from a Business College
• Knowledge of office practices and procedures
• Experience working in municipal or government agency/ desirable
• Experience with filing systems/ including use of office equipment and machines
• Knowledge and experience with computer software including Word and EXCEL required
• Must possess excellent communication skills: excellent working knowledge of grammar/
formatting of reports and documents/ and correspondence.
• Experience using land use data base andjor permit tracking systems/ desirable
• All City employees must successfully pass all of the City/s applicable pre-employment
screening procedures.
Experience and Training
Any combination of experience and training that provides the desired skills1 knowledge and abilities
to enable the individual to perform the requirements of this position.
As indicated above1 this job description reflects general details as necessary to describe the principal
functions of this job1 the level of knowledge and skill typically required/ and the scope of
responsibility/ but should not be considered an all-inclusive listing of work requirements. Individuals
may perform other duties as assigned; including working in other functional areas to cover
absences or relief/ to equalize peak work periods/ or to otherwise balance the workload and must
be able to proficiently perform all assigned duties.
In compliance with the Ia~ requirements outlined in this job description may be subject to
modification to reasonably accommodate individuals with disabilities who are otherwise qualified for
employment in this position. However, some requirements may exclude individuals who pose a
direct threat or significant risk to the health and safety of themselves or other employees or who
are unable to perform the essential functions of this job with or without a reasonable
accommodation. The City will comply with all applicable law in making this determination.
JOB DESCRIPTION: ADMINISTRATIVE ASSISTANT PAGE 30F4
This job description does not constitute an employment agreement
between the Employer and employee and is subject to change at any time
as the needs of the Employer and requirements of the job change.
JOB DESCRIPTION: ADMINISTRATIVE ASSISTANT PAGE 40F4