Come work at a place where you have a direct impact on the quality of life for Kent residents, business owners and visitors alike!
The City of Kent is currently accepting applications for an Operations Analyst position in our Parks, Recreation, and Community Services Facilities Division.
The incumbent in this position will be responsible for performing a variety of difficult and complex accounting and contracting duties. The ideal candidate will be able to keep detailed and accurate records; possess exceptional accounting skills; and be able to independently problem solve in a fast-paced work environment. The Facilities Division is responsible for managing and maintaining over 300,000 sq. ft. of City buildings and this position is an integral part of the facilities division management team.
The selection process for this position will consist of an online exam and panel interviews. Dates have not been determined, but they will be announced to candidates as soon as possible. A second interview will be scheduled for finalists.
This position is covered by the AFSCME bargaining unit. An unranked eligibility list may be established at the conclusion of the selection process. This list would then be in effect for up to 12 months.
**A cover letter and resume are required with your online application in order for your application to be considered complete. Uploading your resume to auto-fill portions of the application does not automatically attach it to your application. Incomplete applications will not be considered for this position. Please note that you cannot attach documents to your application after it has been submitted. If you have any questions or concerns regarding your online application, please call our office at (253) 856-5270 and we will do our best to assist you.**
There is one (1) full-time, benefited position that will be filled by this recruitment process. This position is an 8 AM-5 PM, Monday-Friday in-office position. Hybrid schedules will be considered after successful completion of the probationary period or after the incumbent has demonstrated that essential functions have been mastered.
This position is open until filled with a first review date of May 4.
$5,539.00- 6,737.00 per month, depending on experience
Under the direction of the Parks Accounting Manager or designee, perform a variety of administrative, technical and facilities support duties related to building access, transactions, contracts, and divisional budget balancing for the Facilities division in the Parks, Recreation, and Community Services department. Assignments may also include system support, training and analysis for a variety of complex system processes.
Work is characterized by a variety of difficult and complex accounting and record-keeping duties including, but not limited to a supporting role in the management of a division’s daily operations, but without supervisory or managerial responsibilities. Incumbent is responsible for researching and preparing monthly journal entries into the City’s financial system; monitoring expenses; and processing and maintaining contracts for the facilities division. Performs administrative support duties such as assisting in budget research and preparation; coordinating communications for the division; assisting with special projects; ordering and maintaining equipment and supplies; assisting staff with inquiries, training, uniform orders, and billing; processing personnel changes; may provide work direction to other staff. The incumbent must be able to comprehend, interpret, and apply detailed information relating to payroll, labor distribution, purchase orders, and budget expenditures.
Work is performed under limited supervision. Supervisor sets the overall objectives and resources available. Supervisor and incumbent work together to develop deadlines for project work to be completed. Incumbent is frequently required to work under pressure to meet deadlines. The incumbent is responsible for the work plans and carries out assignments and handles problems and deviations in accordance with instructions, policies, procedures, and/or accepted practices. Incumbent keeps supervisor informed of progress, potentially controversial matters, or far-reaching implications. Supervisor assists employee with unusual situations that do not have clear objectives or precedents. Work is evaluated for technical soundness and conformity to practice and policy, and effectiveness of results.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Assist in the monitoring and maintaining the badging and access control system by creating badges and assigning established access privileges within City guidelines; monitors security access of employees City-wide, troubleshoot issues with security access. Enter and maintain data within the system, respond to confidential requests for employee badge usage when appropriate, produce transaction reports as requested, and undergo periodic purge of badging information within state public records guidelines. On occasion, will coordinate with the system vendor and Information Technology department to resolve complex issues or implement new structure.
Maintain detailed knowledge of City approved contract language to prepare appropriate contract and lease agreements, working with the Superintendent, Capital Projects Manager and outside vendor to prepare bid documents including but not limited to: division specifications, bid invitations, and newspaper advertisements. Attend bid-openings and pre-constructions meetings as required. Send out all contract related notices, documents and forms to appropriate federal and state agencies, outside vendors, and City departments. Ensure compliance with Federal, State and City laws and policy.
Resolve administrative, technical and facilities services related matters not requiring the immediate attention of the Superintendent and Accounting Manager. Monitors calls, visitors, and assists customers and staff with information as appropriate when Superintendent is unavailable.
Utilize the City’s financial database to monitor and control budget expenditures including purchases and transfers. Provide correct account coding to department staff, approve purchase orders, process invoices for payment; set up vendors as necessary. Analyze data to prepare annual budget requests, corrections or clarifications from Finance.
Primary point of contact to receive, distribute, and follow-up on work order requests for the various workgroups of the Facilities division. Assists end users with work order system use and troubleshoot of various issues that arise. Serves as a primary back-up to the work order system administrator, which includes but is not limited to; adding and removing users, assignment of appropriate system credentials, reports and performing analysis as needed.
Collect, compile, and coordinate statistical data from the financial database for inclusion into periodic and special project status reports; these reports will then be provided to the Superintendent and Capital Projects Manager to advise actuals, allocated amounts and remaining funds.
Train and assist other staff as needed; plan and coordinate workflow to assure timely, accurate, and efficient office support. Coordinate staff input on work orders, projects, assignments and required training while communicating with other staff and departments as appropriate. Assist Facilities staff with administrative and technical needs, vendor questions, and issues as requested.
Coordinate, evaluate, and make recommendations to ensure that the workplace is ergonomically correct for employees City-wide. This includes, but is not limited to, desk and height layout, computer height and placement, chair fitting, and equipment placement.
Respond to department requests for furniture, office space configuration and reconfiguration. Work with Facilities personnel to plan, locate, and purchase furniture as necessary. For large projects, consult with department staff and vendor(s) when appropriate to coordinate furniture purchase, workplace design, and furniture installation.
Assist in the preparation of the division budget; assist in monitoring budget expenditures; pull operating budget reports for review/analysis; review expenses for overspent budget lines with Superintendent; verify, balance, and adjust accounts as necessary.
Assist with special projects by conducting research, compiling information, and analyzing administrative data.
Provide assistance to other departments by providing information relative to special projects, including but not limited to: capital asset verification and tracking reports, lease agreements, invoicing questions/tracking, special event needs, and coordination.
Assist internal and external customers by answering questions, relaying messages, responding to requests, resolving problems, explaining City policies and procedures, and referring calls/visitors to others as appropriate.
Prepare a variety of correspondence, memoranda, reports, and other materials independently; record and prepare meeting minutes; arrange and schedule meetings, conferences, and travel.
Attend meetings, seminars, conferences, and training as appropriate; maintain a current understanding of division functions and programs; represent the division as required.
Actively support the vision, mission, values and goals of the department and the City.
PERIPHERAL DUTIES AND RESPONSIBILTIES:
Perform related duties as assigned.
SUCCESSFUL INCUMBENTS FOR THIS POSITION WILL:
HAVE THE KNOWLEDGE OF:
Municipal organization, operations, policies, and objectives
Correct English grammar, spelling, punctuation, and vocabulary as it pertains to the job
Basic bookkeeping and accounting principles, practices, and procedures
Technical aspects of field of specialty
Basic administrative research and analysis methods and practices
BE SKILLED IN:
Using interpersonal skills effectively in a tactful, patient, and courteous manner
Using proper telephone techniques and etiquette to assist a diverse assortment of inquiries and persons
Composing and editing correspondence and reports
Assembling diverse data and preparing reports
Applying the modern office practices, procedures, and equipment including, but not limited to, personal computers and related software such as word processing and spreadsheet programs to assigned tasks
Establishing and maintaining effective and cooperative working relationships with others
Maintaining interrelated files and records
Understanding and following oral and written directions
HAVE THE ABILITY TO:
Compose, proofread, and edit general and special correspondence and reports including, but not limited to, letters, memoranda, and management reports
Assist in the preparation and monitoring of the division budget
Apply rules, policies, and procedures of specific division assigned
Plan and organize work to meet schedules and timelines
Work confidentially maintaining discretion
Analyze situations accurately and adopting an effective course of action
Read, comprehend, and explain documents such as safety rules, operating and maintenance instructions, and procedure manuals
Communicate orally with small groups of client or employees
Add, subtract, multiply, and divide at an acceptable rate of speed
Compute rate, ratio, and percent; and draw and interpret bar graphs
Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
Deal with problems involving several concrete variables in standardized situations
SKILLS FOR THE POSITION MAY BE GAINED THROUGH EDUCATION, CERTIFICATION, RELEVANT JOB EXPERIENCE or a COMBINATION, SUCH AS:
High school diploma, or equivalent, supplemented by two (2) years of college level course work or training in public or business administration, office management, accounting, finance, or a related field; and
Three (3) years of increasingly responsible administrative, accounting, customer service or related experience, including at least one (1) year of administrative support to a division manager.
LICENSES AND OTHER INFORMATION:
Notary Public License with the State of Washington, or the ability to obtain within ninety (90) days of employment
Washington State Driver's License, or the ability to obtain within thirty (30) days of employment
Must successfully pass a position specific background inquiry
MACHINES, TOOLS, AND EQUIPMENT USED:
Typical business office machinery and equipment including, but not limited to, personal computer and related software, telephone, fax and copy machine, calculator, projector.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit for extended periods of time; use hands to manipulate, handle, or feel; talk; and hear. The employee frequently is required to type on keyboard for extended periods of time. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Work is usually performed in an indoor office environment; may be exposed to individuals who are irate or hostile. While performing the duties of this job, the employee may occasionally be exposed to outdoor weather conditions. The noise level in the work environment is usually moderate. Some evening, weekend, or holiday work may be required.
The City of Kent is an Equal Opportunity Employer.