An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Full-Time About the Role The City of Island City is seeking a detail‑oriented and professional Administrative Assistant to support daily operations at City Hall. This confidential position provides high-level administrative, clerical, and technical support to the City Recorder/Administrator, Contract Planner, and other municipal staff. The role is essential to maintaining accurate official records, supporting land use planning activities, and managing water/sewer utility billing for both the City and the Sanitation District. This position requires excellent communication skills, strong organization, and the ability to work effectively with the public, elected officials, and partner agencies. The ideal candidate is dependable, professional, and able to handle sensitive information with discretion.
Key Responsibilities:
Administrative & Office Support Serve as administrative receptionist and assistant to the City Recorder. Answer phones, greet visitors, schedule appointments, and provide accurate information on city services and regulations. Prepare, edit, and proofread correspondence, reports, notices, agreements, contracts, and other documents. Process incoming/outgoing mail and maintain organized filing systems in compliance with state retention laws. Assist with scheduling meetings, preparing advertisements, and ensuring timely completion of office tasks. Provide general office support including copying, scanning, filing, and customer service. Provide backup support to other administrative positions as needed. Meeting & Records Management Assist with preparation of City Council and committee meeting agendas and packets. Attend City Council meetings as required and prepare minutes in the Recorder's absence. Support proper maintenance, storage, and destruction of official city records. Water/Sewer Utility Billing Maintain accurate water/sewer account records for the City and Sanitation District. Prepare monthly invoices, apply payments, process account changes, and complete bank deposits. Maintain accounting records and filing systems for utility billing. Prepare reports and track billing-related data. Land Use Planning Support (experience desired) Provide administrative support to the Contract Planner. Assist with land use applications, permits, public notices, and related documentation. Maintain planning files, zoning maps, and GIS-related data. Ensure compliance with local ordinances, state land use laws, and public hearing requirements. Grant Research & Administration (experience desired) Identify federal, state, and private grant opportunities. Prepare grant applications, proposals, budgets, and supporting documentation. Track deadlines, reporting requirements, and compliance obligations. Assist departments with grant implementation and performance reporting. Maintain grant files and documentation for audits and reimbursements. Qualifications High school diploma or equivalent; additional coursework in administrative support preferred. Three years of administrative experience, or an equivalent combination of education and experience. Advanced knowledge of office procedures, English usage, spelling, grammar, and document formatting. Proficiency with word processing, spreadsheets, and accounts receivable/payable software. Strong organizational skills and ability to manage multiple tasks and deadlines. Ability to work independently, exercise good judgment, and maintain confidentiality. Excellent customer service skills and ability to work cooperatively as part of a team. Ability to professionally manage difficult or upset members of the public. Strong written and verbal communication skills. Knowledge, Skills & Abilities Strong office skills including typing, filing, calculator use, and telephone etiquette. Ability to provide accurate information to the public and maintain confidentiality. Ability to follow and give direction, maintain punctuality, and adhere to schedules. Ability to read, analyze, and interpret reports, legal documents, and government records. Ability to present information effectively to elected officials and the public when required. Work Environment Standard office environment with generally quiet noise levels. Occasional exposure to verbal conflict or upset members of the public. Some after-hours work may be required for meetings or deadlines. Physical Requirements Frequent sitting, standing, walking, hearing, and use of hands for typing and office equipment. Regularly lift up to 15 pounds; occasionally up to 40 pounds. Requires bending, kneeling, reaching, pushing, pulling, and occasional driving. Requires close and peripheral vision and the ability to adjust focus. Manual dexterity and hand-eye coordination required.
Pay:
$25.00 per hour
Benefits:
Dental insurance Employee assistance program Health insurance Paid time off Parental leave Retirement plan Vision insurance
