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Kittitas County, WA - Administrative Assistant

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KITTITAS COUNTY
JOB DESCRIPTION

Title: ADMINISTRATIVE ASSISTANT

Department: PUBLIC WORKS
Appointment: This is a regular, full time, 12 month appointment exempt from the Fair Labor Standards Act (FLSA).

               
              SUPERVISORY RELATIONSHIP:

The Administrative Assistant reports to the Director of Public Works and maintains close working relationships with administrative and other personnel, outside agencies, and the general public The Administrative Assistant works under the guidance of State and Federal regulations, and County policies and procedures.

JOB SUMMARY:

This position provides support and assists in the administration of the standard operating policies and procedures of the Department. This position also provides management services for airport operations.

ESSENTIAL FUNCTIONS:

  • Writes correspondence and researches past practices for the Director regarding confidential personnel and union matters.
  • Responds to public or other inquiries regarding department policies and procedures, also responds to citizen complaints.
  • Oversees administration of the road improvement district process under RCW 36.88, and is responsible for keeping up-to-date on legal changes under the RID process.
  • Oversees administration of the franchises under Kittitas County Code 12.56 and 12.12 and RCW 36.55. Must also keep up-to-date on legal changes under the franchise process, initiation changes as necessary.
  • Oversees administration of the road vacation process under Kittitas County Code 12.08 and RCW 36.87. Will also initiate any changes to the code as necessary.
  • Responsible for the management of the Recreation Fund and Paths & Trails Fund.
  • Oversees and manages the Public Works Safety Program.
  • Coordinates safety training material and required monthly meetings as required by FHWA, DOT, OSHA/WISHA, and L&I Construction and General Safety Standards.
  • Prepares resolutions, ordinances, contracts, and misc. legal documents, and coordinates review with legal counsel.
  • Prepares the weekly Agenda for the Board of County Commissioners and initiates follow-up action for all resolutions and ordinances.
  • Supervises Kittitas County permitting process to conform with all current WAC and RCW regulations.
  • Supervises clerical staff. Assigns duties and examines work for exactness, neatness, and conformance to policies and procedures.
  • Responsible for updating and maintaining current legal requirements for required public notifications under bid procurements; public hearing process; road closures, emergency closures, etc.
  • Establishes and maintains filing system, controls records and indexes using independent judgment.
  • Prepares and maintains yearly small works roster and engineer consultants lists.

OTHER FUNCTIONS:

Provides management service for airport operations

  • Prepares the 5-year capital improvement program as required by FAA.
  • Manages to day-to-day maintenance activities for the aeronautical and industrial areas of the airport.
  • Coordinates with airport consultants on the preparation of plans, specifications and estimates for construction projects. Grant solicitations and grant administration of FAA and state funding.
  • Administers airport leases, oversees lease negotiations and compliance of tenants as to airport rules and regulations.
  • Coordinates agenda material for the Airport Advisory Committee and participates in monthly meetings, and reports recommendations and activities to the BOCC.
  • Manages airport consultant contracts as recommended by Airport Advisory Committee and approved by BOCC.
  • Manages and coordinates the Pavement Maintenance system as required by FAA under grant obligations.
  • Coordinates water testing as required as required by the Public Health Act.
  • Maintains DBE policy for FAA funding, year-end reports and all EEO required reporting for FAA.
  • Prepares the airport budget for the Director and BOCC;s review.
  • Administers all other airport grant funding and contract administration.
  • Oversees compliance of Department of Ecology’s requirements under the Agreed Order for the hazardous waste site at the airport.

MINIMUM QUALIFICATIONS:

  • High School Diploma or GED.
  • Two years of related college level training.
  • Five years of related experience, or
  • Any equivalent combination of education and experience, with additional experience substituting for the required college level training on a year for year basis.
  • Working knowledge of computers.
  • Communicate both verbally and in writing.
  • Knowledge of statutory requirements of the Department of Public Works.

PREFERRED QUALIFICATIONS:

  • Bachelor’s Degree from a credited college or university in a related field.

WORKING CONDITIONS:

The person in this position will be required to work in an office. Hours will be standard, with some evening and weekend work required. There will also be some travel required. Regular attendance is required.

PREPARED and REVIEWED BY:
 

 

Name Title Date
 

 

Name of Employing Official Title Date

INCUMBENT

I understand the job duties and responsibilities contained within this position description and as described by the immediate supervisor.
 

 

Name Date