Human Resources

Job Location

County of Chelan Community Development 316 Washington Street, #302 Wenatchee, WA 98801

Description

First Review Date On: July 1, 2025

Salary: PW13 Steps 2-4 $4,914.10 - $5,374.21 DOE Longevity Steps 5-8 $5,621.66 - $6,440.75

The position includes a state retirement system, with a deferred comp program available. Health insurance package includes Medical, Dental, and county contributions to a personal health savings account. Includes up to 11 paid holidays and additional floating holidays per collective bargaining agreement. Along with monthly accrued vacation and sick leave. 

SUMMARY

Under the direction of the Director of Community Development, this position performs and manages the clerical, administrative, and business functions of the Department in support of professional and technical staff as well as customers.

The Office Manager serves as the senior administrative position for the Department.  The position plans, manages, and performs a wide variety of complex clerical, administrative, financial, and executive assistant tasks requiring initiative, independent judgment, and extensive working knowledge of Departmental organization and programs.  Maintains close working relationships with management, technical and professional staff, other departments and agencies, and the general public.  Work often entails dealing with political, confidential, and sensitive issues requiring a high degree of discretion and tact.  Facilitates workflow of permit clerks and assists in departmental activities.  Works with limited supervision.  Strong, adaptable abilities in communication, confidentiality, tact, and diplomacy are essential to the successful performance of duties. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Depending upon assignment, the incumbent may perform a combination of some or all of the following duties, which are a representative sample of the level of work appropriate to this classification.

• Manages all aspects of the Department’s administrative processes, procedures, and associated full-time staff.  Assists in assessing and implementing a flexible and successful customer service program and related policies and procedures. Performs the role of confidential executive assistant to the Director & Assistant Director.
• Performs essential administrative, clerical, financial, and public information related tasks for the Department, either personally or through subordinate staff.
• Oversees preparation and submission of various budget reports and amendments, assists with the preparation of annual Departmental budget, and performs revenue/expenditure tracking and budget projections on a monthly basis or at the direction of the Director or Assistant Director.  Analyzes financial and permit transaction trends and recommends actions to the Director or Assistant Director based on results.
• Assists with the review and/or preparation of resolutions for action by the Board of County Commissioners (BOCC) as appropriate, assembles weekly BOCC agenda, initiates follow-up actions for all resolutions, and files approved resolutions or other BOCC-related documents.
• Responsible for job posting notices, advertisements and oversees personnel recruitment process including orientation.  Manages departmental personnel and payroll record systems forms.  Tracks and reports employee leave balances and usage.   Oversees and/or performs timekeeping functions for the Department, utilizing the financial software system.
• Maintains confidential Departmental personnel files, drafts personnel-related correspondence including disciplinary actions.
• Schedules, coordinates, and tracks mandatory and voluntary personnel training for the Department; assists staff with travel planning, reservations, and reimbursements.
• Provides support to the Public Records Clerk for the Community Development Department, developing and delivering staff training regarding the same; assesses, develops, and manages records retention and filing systems for the Department in compliance with State and County policies and applicable laws; prepares audits and documentation related to records retention and destruction as prescribed by Washington State Secretary of State.
• Responsible for maintaining the office equipment and supplies, which includes but is not limited to acquisition of office supplies and managing lease or purchase contracts for related office equipment.
• Processes accounts payable/receivable for the Department, including record keeping of receipts, deposits, and management of customer payment/tracking systems and processes making improvements as necessary or required.  Acts as Department’s primary point-of-contact with the State Auditor’s Office relating to annual financial audits.
• Analyzes office procedures and workflow, recommending improvements in such areas as purchasing, accounting, records management, training, and administration.
• Manages Department’s webpages and electronic media, performs and coordinates content updates together with Department staff, and develops public information and outreach programs. 
• Assists reception/clerical staff as needed during customer peak times or as needed to fill-in for absent staff.
• Responds to public inquiries in writing, by telephone, and in person when necessary.
• Establishes and maintains cooperative and effective working relationships with subordinates, Department management, other Department personnel, elected officials, clients, customers and the public.
• Responds and provides resolution to the most sensitive or complex inquiries or service complaints and keeps the Director & Assistant Director apprised of these situations and resolutions.
• Handle contentious and disruptive customers with tact, diplomacy, and resilience
• Works with other members of the Department in collaborative problem solving and completion of tasks and implementation of process improvements.
• Respectful, courteous, and friendly to customers, other County employees, and County leadership; demonstrates and maintains honest and ethical behavior.  Develops and maintains a positive working relationship with coworkers and management
• A team player that helps the organization meet its objectives; takes initiative to meet department and county goals
• Positively represents the County, maintaining the trust County residents have placed in each of us 
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

• Position supervises four full-time administrative staff and occasionally 1-3 seasonal/temporary staff, ensuring timely and accurate performance of the work
• Responsibilities include interviewing, hiring, and training employees and assisting with on-boarding of new staff members
• Recognizes staff achievements and fosters a positive, productive work environment within the Department that supports cohesion with all staff
• Mentoring, coaching, directing, and evaluating staff on a daily basis and is involved with formal performance evaluations and employee improvement plans consistent with department and county policies
• Responsible for maintaining employees’ adherence to county personnel policies while maintaining compliance with applicable bargaining unit contract
• Provides feedback on recognition and/or disciplinary action to the Director & Assistant Director
• Evaluate operations and develop and implement corrective action to resolve problems
• Exercise considerable discretion and independent judgment in choosing approaches, methods, and resources to solve problems and achieve results

QUALIFICATIONS

Knowledge of:

• Chelan County personnel, financial, and administrative policies
• Governmental accounting and accounts payable/receivable policies and procedures
• Record management, record retention policies and requirements, and Public Records Act
• General county governmental structures, responsibilities, and oversight
• The relationship between adopted policies and the regulatory environment
• Community organization and effective public participation techniques
• Public outreach and involvement strategies including social media, webpage development, and document publishing

Ability to:

• Lead, guide, and manage administrative staff in a high-stress, high-volume environment and follow best practices in personnel management and workflow analysis, development, and implementation

• Effectively determine workload/staff balancing in area of responsibility, departmental priorities, and adjust the same to affect the best outcome

Skills in:

• Effective written and oral communications and reports
• Proactive and effective conflict resolution and mediation between staff, managers, other County staff, customers, and the public
• Highly proficient public relations and interpersonal communications
• Meeting facilitation, problem solving, and mediation
• Computer and equipment operations necessary to the functions of the position including the use of a variety of software programs such as Windows, MS Office (inclusive of Outlook, Word, Excel, Access and PowerPoint), Eden, and ESRI GIS viewing products
• Being flexible and adaptable to changing priorities

EDUCATION and/or EXPERIENCE

• Associate’s or higher degree in business, accounting, or government administration or other closely related field is preferred;
• Three (3) years progressively responsible administrative experience in a government planning, public works, or other agency that primarily performs planning, permitting, and/or operates with regulatory oversight; one (1) or more years of supervisory experience is preferred;

LANGUAGE SKILLS

• Bilingual preferred

MATHEMATICAL SKILLS

• Calculating figures and amounts such as interest and percentages.  Ability to apply concepts of basic algebra and geometry

REASONING ABILITY

• Evaluate operations and develop and implement corrective action to resolve problems
• Exercise considerable discretion and independent judgment in choosing approaches, methods, and resources to solve problems and achieve results

CERTIFICATES, LICENSES, REGISTRATIONS

• A valid Washington State Driver’s License

PHYSICAL DEMANDS

• Sitting for extended periods of time while working at a computer, preparing written documents, attending meetings and driving a passenger vehicle
• Climbing stairs in County offices and other agency buildings
• Lifting (up to 40 pounds waist high), bending, stooping and twisting
• Manual dexterity for the operation of a keyboard for computer and equipment use
• Sight and hearing of acceptable standards

WORK ENVIRONMENT

• Duties are performed primarily in an office environment and public settings, but do include outside inspections subjecting this position to a variety of weather and driving conditions
• Work is performed both independently and in small group settings
• Demands of managing multiple activities, addressing citizen needs and meeting established timeframes for work performance may cause stressful situations
• Work under pressures and under high liability exposure
• Position requires appropriate attire and image, projecting a professional attitude