Office Administrator - GovernmentJobs.com : Job Details

The Office Administrator is responsible for providing administrative support to the Clerk of the Board and the Board of County Commissioners. Work is performed with considerable independence requiring a high degree of reliability, confidentiality, and trustworthiness. Must maintain courteous and cooperative working relationships with administrative and other County personnel, public agencies, and the general public, and work under the guidance of Local/State/Federal regulations and County policies/procedures.

This position is considered open until filled with a first review after 7/2/2025. Candidates should apply as soon as possible for optimal consideration.

Administrative Duties

• Serve as initial point of contact for the public in a professional and courteous manner; answer inquiries in person, by telephone, email, or in written correspondence.
• Assist the public in locating, interpreting, and copying Commissioners' proceedings and supporting documents.
• Screen and distribute messages and mail; process outgoing mail.
• Coordinate and schedule public and individual meetings and appointments for the BOCC.
• Maintain office calendar and coordinate use of BOCC meeting spaces by other departments.
• Complete data entry tasks and assemble reports; produce emails, memos, and letters; utilize routine forms and recommend process improvements to the Clerk of the Board.
• Prepare or assist in the preparation of a variety of correspondence including staff reports, resolutions, ordinances, contracts, and other official documents.
• Proofread material for spelling, grammar, and punctuation.
• Provide technical assistance to County staff for BoCC applications
• Track all County boards, committees, and commissions by ensuring vacancies are filled; advertise for vacancies as needed; bring forward all appointments and prepare all letters for terms ending and reappointment.
• Maintain office supply inventory.
• Assist in the processing of invoices and vouchers.
• Operate all office equipment; perform basic maintenance as needed on contact vendor if more in-depth service is required.
• Serve as Inventory Asset Officer for BOCC Office.
• Daily Updates to BOCC Correspondence Log.
• Publish recordings for various County meetings.
• Monitor & process BOCC Group Email Inbox.
• Serve as back up Clerk for Management Team.

Serve as Deputy Clerk of the Board

• Attend BOCC meetings and prepare meeting minutes.

Oversee the Kittitas County Wellness Program and Employee Input Committee

• Manage the Kittitas County wellness program; oversee current programs and develop new programs.
• Administer wellness events and programs to all eligible County staff.
• Create flyers and promotional communications; advertise wellness events to County staff; track program participation.
• Develop and purchase incentives and prizes for wellness programs participants who reach program goals.
• Monitor the wellness budget.
• Maintain a budget and expense log for each event.
• Develop and manage the County's wellness policy; make recommendations for changes/edits to the policy.
• Chair the Employee Input Committee (EIC); schedule, prepare meeting agenda and lead meetings; draft minutes.
• Coordinate EIC events throughout the year including, but not limited to, the annual Employee Appreciation Lunch and Breakfast, County vs. City Softball Game, Secret Santa, and the Halloween Contest.
• Coordinate events with other departments and order supplies, as needed.
• Work with the HR Department and the Prosecutor's Office when necessary to ensure events are compliant with employment laws and do not create undue risk to the County.
• Create and publish the monthly EIC newsletter; distribute to County staff.

Records Management Duties

• Track and monitor outstanding/missing documents from BOCC meetings and ensure all documents have been fully executed by parties, including quarterly notification of missing documents & meeting minutes.
• Organize and prepare meeting documents for final archiving.
• Monitor and process records that have met their retention in accordance with the Washington State Archives.
• File weekly correspondence logs and other misc. documents.
• Maintain daily office filing systems.
• Serve as the Public Records Officer and point of contact for public records requests received by the department.
• Research and coordinate the production of responsive records, including physical and electronic records.
• Thoroughly review requested records for exemptions, redactions, and/or other legal withholdings as required.
• Correspond with requestors for the purpose of fulfilling public records requests in an accurate and timely manner.
• Work closely with the Prosecuting Attorney's Office to ensure compliance and consistency with local and state-mandated public records requirements.
• Compile and provide required reports for local, state, and federal agencies.
• Ensure compliance with the Public Records Act, Kittitas County Public Records Policy, and other department-specific policies and procedures.

Process Special Event Applications and Requests for Noise Waivers

• Serve as primary contact person for processing Special Event Applications and Requests for Noise Waivers.
• Collect information from various departments and prepare documents/requests for BOCC consideration.
• Send notification of BOCC decisions to applicants/requestors.

Other Functions

• Perform the statutory duties as set forth in the Revised Code of Washington (RCW) in the absence of the Clerk of the Board.
• Assist in the recruitment process for new/vacant positions within the Commissioner's Office.
• Participate in Committee Meetings as assigned.
• Provide technical and administrative support to night meetings as needed.
• Provide WebEx training to BoCC and other department staff as needed; assist in troubleshooting virtual meeting issues and questions.
• Work with County code vendor to process updates and review for accuracy.
• Complete special projects as assigned.

This job description is a summary of the primary functions and expectations for this position. Additional department-related duties may be assigned as required.

• High School diploma or GED.
• Three (3) years of experience in a government or legal office providing administrative support.
• Formal clerk training and/or experience in a clerk position.
• An equivalent combination of education and experience which provides the knowledge, skills and ability necessary to perform the work required may substitute for the minimum qualifications above at the discretion of the Clerk of the Board.
• Valid Washington State driver's license.
• A criminal history and background check will be performed on qualified applicants. Convictions may preclude candidates from employment in certain circumstances. Factors such as relativity to the position, age and time of the offense, seriousness and nature of the violation, and rehabilitation will be taken into consideration.

Work is primarily performed in an office setting with occasional need to work in non-office environments. The position requires the ability to sit for extended periods of time, stand, walk, ascend/descend stairs or small ladders/stepstools, stoop, kneel, crouch, twist, grasp, and reach. Must have ability to lift, push, pull, or carry up to 25 lbs. and occasionally higher with assistance. Must be able to read printed materials and a computer screen, and have sufficient hearing and speech to communicate clearly via telephone and in person. Safety policies and procedures must be adhered to at all times, including proper lifting/carrying techniques.

Standard work hours are Monday-Friday, 7:30 AM4:00 PM with some variation including evenings and weekends as needed. Regular and reliable attendance and punctuality are required. Periodic travel will be necessary for meetings and/or training opportunities. Must be able to safely operate a motor vehicle in varied weather conditions and all levels of daylight.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Most permanent employees who at least 20 hours per week on a regular schedule are entitled to healthcare, retirement, and leave benefits, pro-rated to the scheduled hours of work. HEALTHCARE BENEFITS Eligible employees and their family members have access to medical,