Job Information
City of Bellingham Public Works Operations Office Assistant in Bellingham, Washington
Public Works Operations Office Assistant
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Public Works Operations Office Assistant
Salary
$23.08 Hourly
Location
City of Bellingham, WA
Job Type
Full Time
Job Number
23-PW Ops Office Assistant III
Department
Public Works
Division
Public Works Operations
Opening Date
05/26/2023
Closing Date
6/12/2023 4:30 PM Pacific
FLSA
Non-Exempt
Bargaining Unit
Local 1937
Description
Benefits
Questions
Nature of Work
Do you have excellent customer service skills and enjoy working in a dynamic and diverse work environment? Apply to join the Public Works Administrative Team today!
The Public Works Operations Office Assistant (Classification: Office Assistant III) performs a variety of complex data entry, clerical, and technical duties for Public Works - Operations. Work requires broad knowledge of City and departmental functions and procedures. Works independently under general supervision. Work includes database management and tracking, with close attention to detail and deadlines. Acts as backup receptionist/ clerical support for Public Works Operations.
This position will start at Step 1 ($23.08/hour). Employees receive step increases annually in accordance with the Guild of Pacific Northwest Employees, Local 1937 Collective Bargaining Agreement (https://cob.org/about/employment/labor-agreements-pay-schedule) and City policy. The full hourly range for this position is $23.08 - $28.38.
City of Bellingham employees receive medical, dental, and vision insurance as well as life insurance and long-term disability. Additional benefits include flexible spending accounts, a medical insurance opt-out program, and access to our employee assistance program. All eligible City employees are enrolled in a Washington State Department of Retirement Systems (https://www.drs.wa.gov/) pension plan. Additionally, employees may elect to participate in the City’s 457 deferred compensation retirement savings plan.
Employees will receive 12 paid holidays in addition to one paid floating holiday each year. Employees accrue 8 hours total of contract and state sick leave per month in accordance with the collective bargaining agreement and Washington State Law. At the time of hire, employees will accrue 7.33 hours of vacation per month. Vacation accruals increase based on years of service. Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employee to be in paid status at least 120 hours/month.
For additional information regarding benefits and compensation Information please visit the following:
Labor Agreements, Pay Schedules and E-Team Employee Handbook - City of Bellingham (cob.org) (https://cob.org/about/employment/labor-agreements-pay-schedule)
Employment Benefits - City of Bellingham (cob.org)
Closing Date/Time: Mon. 6/12/2023 4:30 PM Pacific Time
ESSENTIAL FUNCTIONS OF THE JOB:
Provides complex clerical and technical support to Public Works staff, including composing letters and memos from verbal instructions or handwritten drafts. Prepares standard reports and performs filing, copying and mailing as needed.
Develops and maintains accurate database and filing systems for specific functions within Public Works - Operations which may include tracking employee training and licenses or inspections and schedules in support of the cross-connection program.
Enters data into the work management system and completes other data entry projects as assigned utilizing multiple specialized complex systems and databases. Enters data, checks for accuracy, verifies information and updates or corrects data as needed to ensure accuracy.
Schedules training and makes travel arrangements for staff, to include registrations, out-of-town reservations, transportation and lodging. Prepares and processes travel authorizations, completes travel advance requests and expense reports.
Performs reconciliation of purchasing cards as needed; ensuring proper backup, coding and approval.
Processes daily automated programs for uploading information into the asset and work management system.
Develops, recommends and establishes computerized and hard copy file systems. Coordinates file system updating, maintenance and purging. Recommends, implements and maintains records tracking systems; monitors access to and release of files and records. Advises and/or trains department employees on filing system and form design. Ensures compliance with the City's records classification system and state retention guidelines.
Assists in organizing and supporting the administrative work of the division including recommending and implementing administrative processes and procedures to improve work flow and organization within scope of responsibility.
Receives and directs visitors and phone calls; provides program information, communicates with vendors, responds to inquiries and refers to appropriate staff.
Acts as backup receptionist for Public Works Operations. Refers information by personal contact, telephone, intercom systems, cell phone and two-way radio.
Acts as backup timekeeper for the Public Works Operations division.
ADDITIONAL WORK PERFORMED:
Performs data entry and processing services for Public Works divisions.
Performs other related duties and responsibilities as assigned.
WORKING ENVIRONMENT:
Work is performed primarily at a computer workstation in a busy office environment and includes a normal range of noise and frequent distractions with low everyday risks. Work involves sitting and working in front of a computer terminal for extended periods of time.
Physical ability to perform the essential functions of the job including:
Frequently operate a computer and read a computer screen or typewritten page;
Frequently communicate verbally;
Move between work sites;
Occasionally transport objects weighing up to twenty-five (25) pounds.
Experience and Training
Three years of progressively responsible clerical experience or any combination of experience and education that provides the applicant with the desired skills, knowledge and ability to perform the job. Post-secondary vocational or college training preferred.
Proficient in the use of computer software to include: word processing, spreadsheets, database and computerized record keeping systems and file management applications required. MS Office experience preferred.
Experience in computerized data entry requiring high degree of accuracy and speed.
Keyboarding skills of 45 wpm required.
Necessary Special Requirements
- Employment contingent on passing a criminal background check (See Fair Hiring Practices)
Selection Process
You are encouraged to print a copy of this job announcement for your reference as the process moves along
Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and required supplemental questions). Provide as much detail as you believe will fully describe your experience and training.
Application Review Process:
Minimum Qualifications: Applicants must provide specific, detailed information so an initial determination can be made regarding your level of qualifications for this position. Applicant status will be updated on or aro und June 13, 2023.
If there are eleven (11) or more qualified candidates;
Applications will go through a Supplemental Question Review. Relevancy of your experience and training, together with composition, grammar, spelling and punctuation will be considered when evaluating responses. Applicant status will be updated on or around June 22, 2023.
The top eleven (11) scoring applicants from the Supplemental Question Review will be invited to participate in an Oral Board Interview, tentatively scheduled for the week of July 9th, 2023.
If eleven (11) or less candidates meet the minimum qualifications, all will be invited to the Oral Board Interviews, tentatively scheduled for the week of June 25th, 2023.
Applicants will be notified via email of Final Scores & Ranks. The final ranking of the register will be based on total scores for the following:
If there are eleven (11) or more applicants that meet minimum qualifications, the Supplemental Question Review will be 40% of overall score and Oral Board Interview will be 60% of overall score. Candidates must achieve at least 60% passing score on the oral board to be placed on the eligibility list.
If there are ten (10) or less applicants. The Oral Board Interview will be 100% of overall score. Candidates must achieve at least 60% passing score on the Oral Board Interview to be placed on the eligibility list.
The final candidates will be referred to the department for additional assessment.
This recruitment process will create a Civil Service eligibility register that will be used to fill current and future vacancies as they become available. There is currently one (1) vacancy in Public Works. The Civil Service Eligibility Register will remain in effect for 6 months, or longer as established by the Civil Service Commission at a later date. This position is represented by a union.
Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently, including your spam folders for messages filtered by your email providers.
Equal Opportunity:
Our environment is characterized by respect for cultural backgrounds, belief systems, and ethnic diversity. The City of Bellingham is an Equal Opportunity Employer and values diversity in its work force. We do not make decisions on the basis of an individual's race, religion, creed, color, national origin, sex, marital status, age (40+), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment.
Fair Hiring Practices
The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment.
The City will not inquire about an applicant's criminal history until after a conditional job offer has been made.
The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied.
The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate.
There are many good reasons for working at the City of Bellingham. The work is rewarding and you have an opportunity to serve your community. Another good reason is the great benefits that the City offers its employees. See our benefits section (https://www.cob.org/employment/pages/benefits.aspx) for additional information.
This position is represented by The Guild of Pacific Northwest Employees, Local 1937 bargaining unit. Specific benefit information including Holidays, Vacation Accruals, Health, Dental and Vision Plans with cost sharing and Deferred Compensation Match can be found in the Local 1937 labor agreement (https://cob.org/wp-content/uploads/1937-2022-2023-CBA.pdf) .
This position is covered by the State of Washington Department of Retirement Systems PERS plan. PERS requires mandatory employee and City contributions. Please visit the DRS website (http://www.drs.wa.gov/) for more information on PERS.
Civil Service Information
This position is subject to the Bellingham Civil Service Commission. When a vacancy occurs, the top fifteen candidates or the top 25% of the register will be forwarded to the department for further consideration. All new Civil Service employees are subject to a one-year probationary period. A candidate may challenge the scope, content, or method of an examination or test, and a protest may be filed in writing with the Examiner within five (5) days following the date of the challenged examination. A candidate may also challenge the scoring of an examination or test, failure of the candidate on any part of an examination, or clerical error in examination results of any examination or test, and a protest may be filed in writing with the Examiner within five (5) days of notification of the challenged result. The Examiner shall consider all timely filed protests and make appropriate corrections if an error is demonstrated.
Veteran's Scoring Criteria
Applicants who have been honorably discharged from active military duty may be eligible to receive veteran's scoring criteria points as provided by Washington State Law (RCW 41.04.010). Candidates who would like to claim Veteran's Preference points must include a copy of their DD214 with their application.
01
Do you have three years of progressively responsible clerical experience or any combination of experience and education that provides the desired skills, knowledge and ability to perform the job?
Yes
No
02
Describe in detail your experience that qualifies you for this position? Please include education, job titles, duties, and dates of employment.
03
Describe your experience with computer software to include word processing, spreadsheets, database & computerized record keeping systems and file management application.
04
Most positions in this classification require the ability to keyboard at a minimum of 45 wpm net. Do you meet this requirement?
Yes
No
Required Question
Agency
City of Bellingham
Address
104 West Magnolia Street Bellingham, Washington, 98225
Phone
360-778-8228
Website
http://www.cob.org/employment
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