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Parks Operations Administrative Secretary

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Parks Operations Administrative Secretary

Salary

$28.84 Hourly

Location

City of Bellingham, WA

Job Type

Full Time

Job Number

25- Parks Ops Admin Secretary

Department

Parks & Recreation

Opening Date

05/23/2025

Closing Date

6/9/2025 4:30 PM Pacific

FLSA

Non-Exempt

Bargaining Unit

Local 1937

+ Description

+ Benefits

+ Questions

Nature of Work

Join the City of Bellingham Parks Operations in a key administrative role supporting management, staff, and public service. Contribute to the effective delivery of City services through strong administrative and accounting support.

The Parks Operations Administrative Secretary performs a variety of administrative and secretarial duties to support the Park Operations Division. Provides direct support to the Park Operations Manager and the Park Operations Division’s senior management, professional and related technical staff. Work requires a broad knowledge of City and Department functions, policies and procedures. Develops, organizes and implements office work systems and structures; accountable for compliance with records and information systems rules and regulations, troubleshooting and problem resolution. Responsible for receiving and receipting functions and oversight of retail sales reconciliation and customer service for Bayview Cemetery. Serves as administrative support for various boards and committees. Handles a variety of general and confidential inquiries from citizens and employees; assists in coordinating responses.

Salary Information and Benefits:

This position will start at Step 1 ($28.84/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 $28.84- $35.24. For internal candidates, placement within the range is based on City Pay Placement Procedures.

At the City of Bellingham, we offer a comprehensive benefits package that helps you thrive in both your career and personal life. Join our team and enjoy the peace of mind knowing that you and your loved ones are well cared for. Here’s a closer look at the outstanding benefits that come with being part of our team. You can find more details on our employment benefits page (https://cob.org/about/employment/benefits) and labor agreements page. (https://cob.org/about/employment/labor-agreements-pay-schedule)

+ 10 hours of vacation leave per month, with increased accrual over time

+ 12 paid holidays + 1 floating holiday per year

+ 8 hours sick leave accrued monthly

+ Medical, dental, and vision insurance for employees and their families

+ Life insurance and long-term disability coverage

+ Flexible spending accounts and medical insurance opt-out program

+ Access to an Employee Assistance Program (EAP)

+ Washington State Retirement plan (DRS) for retirement security

+ Optional 457 deferred compensation (Retirement Savings Plan) with employer match

Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employees to be in paid status at least 120 hours/month.

Closing Date/Time: Mon. June 9, 2025 4:30 PM Pacific Time

ESSENTIAL FUNCTIONS OF THE JOB:

+ Organizes, supports and coordinates the operations of the Park Operations Division’s senior management, professional and technical staff. Independently conducts major administrative support projects, including conducting research, preparing correspondence, documents, reports, and spreadsheets for internal use. Provides assistance to the public and other employees on technical information based on Parks and Recreation rules, guidelines, policies and procedures. Orders, maintains and stocks office supply and staff uniform inventory; responsible for vendor communications regarding orders. Makes training and travel arrangements as required.

+ Performs administrative tasks and functions related to Park Operations Division file systems, databases, records, and reports. Coordinates records management and maintains documentation. Maintains computerized cemetery records and reports including burial records, billing statements, cemetery contracts, and issuance of deeds. Maintains records and secures keys for parks and recreation keys system.

+ Responds to a variety of inquiries, complaints and correspondence from the public, other agencies and City staff. Prepares, reviews, proofreads and edits documents including letters, memos, forms and reports. Composes detailed letters, templates, invoices, and reports independently or from brief direction from management staff in accordance with established procedures and legal requirements.

+ Responsible for administrative tasks involving personnel. Oversees and tracks seasonal and regular staff paperwork and status including the maintenance of confidential personnel files, separation paperwork, driver’s license/commercial driver’s license records, employee training records and certification renewals in coordination with Human Resources. Receives, reviews, corrects, processes and enters timesheets for Park Operations Division staff; provides basic training on electronic payroll and assists with troubleshooting errors. Oversees the maintenance and processing of division organizational charts, phone lists, job descriptions and procedural documentation. Provides administrative and logistical support for job recruitments and interviews; provides technical support to managers on the use of recruitment software.

+ Reviews, coordinates and tracks contracts for completeness; utilizes databases to route contracts for signatures and track for final distribution. Ensures receipt of Labor & Industries Prevailing Wage documentation is correct and complete.

+ Oversees accounts receiving and accounts payable functions for Bayview Cemetery. Ensures accuracy of incoming invoices, codes and submits for payment. Runs monthly and annual financial period close reports generated from cemetery software system and reconciles various cash receipts reports to Finance Department records sales reports and funding accounts. Disperses earnings to Pre-need Trust Fund. Sends completed and balanced reports to accounting.

+ Responsible for security and administration of cash and receipts, specifically petty cash funds and Parks credit card receipts for the Parks Operations Division. Performs reconciliation of cash and other remuneration.

+ Oversees, maintains, and updates the park donation files. Responds to inquiries and coordinates donated items. Updates mapping software with donation location and plaque details.

+ Assists with division budget tracking and compilation of data for various reports. Monitors and records budget expenditures including processing invoices, purchase orders and reimbursements for payment; processes purchase requisitions; codes and approves invoices for payment, reconciles vendor accounts and initiates journal entry adjustments. Processes accounts receivable invoices for commercial lease contracts. Processes daily revenue reports from the golf course to City deposit records. Researches discrepancies for possible resolution.

+ Oversees day-to-day work of the Cemetery Office Assistant. Organizes, assigns and monitors work; provides training, technical guidance and feedback. Gives input regarding employee performance to supervisor.

+ Acts as receptionist: answers multi-line phone systems, responds to inquiries or routes calls; receives and directs visitors; receives and distributes mail.

+ Provides administrative support for various committees, boards and work groups as assigned. Prepares public notices, agenda and supporting materials; takes and records minutes; prepares and distributes final minutes and reports; maintains files; and conducts follow-up assignments as necessary. Uploads agendas and minutes to City website as needed.

+ Coordinates submittal of City Council Agenda Bills as requested and maintains accurate schedule of upcoming City Council items.

+ Through assigned staff, assists with community garden program by tracking maintenance issues and sending plot maintenance notices as directed by the Park Grounds Maintenance Manager.

+ Initiates and enters maintenance management system functions including service requests, work orders, inspections, and storeroom items. Assists with equipment and crew management, troubleshooting, and coordinating with asset management group to improve data accuracy. Monitors and maintains the alarm system software for all park buildings by adding or deleting users, controlling administrative access and troubleshooting status, including working with software vendor to resolve issues. Assists with user training.

ADDITIONAL WORK PERFORMED:

+ Oversees lost and found items turned in from various City parks.

+ Serves as backup to regular cemetery staff as needed, including the Cemetery Sexton for month-end reconciliation, pulling reports from cemetery software and financial management system, reconciling data and entering journal entries. Edits cemetery grave information and prints lot maps using cemetery mapping software. Verifies memorial pricing and answers procedural questions. Prepares and reviews affidavits for accuracy. Provides backup administrative support for burial arrangements and coordination and scheduling of burial services

+ Assists with basic website updates for the Park Operations Division.

+ Performs other duties as assigned within the scope of this classification.

WORKING ENVIRONMENT:

Work is performed in a busy office environment and includes a normal range of noise and frequent distractions with very low risks working around standard office equipment. Work involves sitting and working in front of a computer terminal for extended periods of time. Occasional work may be required outside of normal business hours due to attendance at various board and/or committee meetings.

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;

+ Occasionally transport objects weighing up to twenty-five (25) pounds;

+ Move between work sites.

Experience and Training

+ Three years (3) of progressively responsible administrative experience in a busy office environment.

+ Proficient in the use of computerized information/accounting systems or programs including Microsoft Office.

+ Bookkeeping experience and/or training.

+ One year post-secondary, vocational, or college training.

+ Ability to type at 60 wpm, NET required.

+ Municipal or other government experience preferred.

A combination of education and experience sufficient to provide the applicant with the knowledge, skill and ability to successfully perform the essential functions of the job will be considered.

Necessary Special Requirements

+ Employment contingent upon passing a Washington State Adult/Child Abuse records check, criminal conviction and local background check.

+ Verification of ability to work in the United States by date of hire.

+ Ability to work evenings occasionally due to attendance at various board and/or committee meetings.

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.

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 supplemental questions). Application materials should comprehensively document your experience and skills related to the position responsibilities and experience/training requirements. As part of the City’s commitment to reducing bias in the hiring process, Human Resources redacts personally identifiable information for reviewers. Only the documents listed as required will be reviewed.

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 around June 10, 2025.

+ Experience and Training Rating: Applicants that meet minimum qualifications will go through an Experience and Training Rating. Applicant status will be updated on or around June 20, 2025.

+ The top ten (10) scoring applicants from the Experience and Training Rating will be invited to participate in an Oral Board Interview, tentatively scheduled for the week of June 29, 2025. Applicants must have a passing score of 60% or higher to be placed on the eligibility register.

+ 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 Experience and Training Rating (40%) and Oral Board Interview (60%).

Final candidates will be referred to the department for additional examination, assessment, or test.

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 1 full-time vacancy in the Parks Department. This position is represented by a union.

If you wish to claim Veterans’ Preference Points, please complete the Veterans Scoring Criteria Declaration Form (https://cob.org/wp-content/uploads/COB-Veterans-Scoring-Criteria-Declaration-PDF.pdf) and upload it to your application with your DD214.

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). If you wish to claim Veterans’ Preference Points, please complete the Veterans Scoring Criteria Declaration Form (https://cob.org/wp-content/uploads/COB-Veterans-Scoring-Criteria-Declaration-PDF.pdf) and upload it to your application with your DD214.

01

Thank you for your interest in this position at the City of Bellingham! To ensure a consistent review, only the City of Bellingham job application and required supplemental documents will be reviewed. Cover letters and resumes are not reviewed unless they are required as part of the process. When applying for this position, you must thoroughly complete each section of your application, and provide a thorough response to each of the supplemental questions. Please do not indicate "see resume" or copy content that is unrelated to the position being applied for from your resume when answering these questions.

Have you read and understood the information listed above?

+ Yes

+ No

02

Do you have three years of administrative experience including public reception in a busy office environment and providing support and office coordination to a director or manager; education or training in administrative support or similar may substitute year-for-year for experience requirement, up to a 2-year maximum.

+ Yes

+ No

03

Do you have proficient use of computerized information/accounting systems or programs including Microsoft Office?

+ Yes

+ No

04

Do you have bookkeeping experience and/or training?

+ Yes

+ No

05

Do you have one year of coursework or training in business administration or related field?

+ Yes

+ No

06

Do you have the ability to type at 60 wpm, NET?

+ Yes

+ No

07

Or In place of the above requirements, do you have a combination of relevant education and experience that provides you with the required knowledge, skill and ability to be considered? If yes, please briefly describe.

08

Do you have municipal or other government experience?

(Note: This is preferred, marking "no" will not disqualify you)

+ Yes

+ No

09

Do you have the ability to work evenings occasionally due to attendance at various board and/or committee meetings?

+ Yes

+ No

10

Please describe in detail the specific skills, experience, and training that qualify you for the Administrative Secretary position with the City of Bellingham. Be sure to include the types of support you’ve provided to a team, your experience with computerized information and accounting systems, and how you deliver customer service to both internal and external customers using tact, courtesy, and sound judgment.

11

Describe your bookkeeping experience or training, and how comfortable you are using computerized systems. Including your skills with word processing, spreadsheets, recordkeeping, file management and experience with Microsoft Office.

12

If you are requesting Veteran's Preference points, a completed Veterans Scoring Criteria Status Declaration is required along with a copy of your DD214. The required form is in the Selections Process section of the Job Posting. Check "YES" here if you are attaching a Veteran's Declaration form and DD214.

+ Yes

+ No

Required Question

Employer

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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