Public Works Administrative Specialist

About the Department

The City of Redmond is a thriving, culturally diverse community and home to over 80,000 residents. Redmond is the hub of an array of commerce and industry ranging from technology, aerospace, and gaming to biomedical and innovation start-ups. In this role, you will represent the city, and our values of service, integrity, accountability, belonging and stewardship.

Public Works is seeking a detail-oriented and organized individual to support a records cleanup and retention initiative. This role will support the department’s records management efforts by organizing, reviewing, and preparing physical and digital records for retention, archiving, or secure disposal in accordance with the City’s Records Retention Schedule and applicable policies.

Administrative Specialists provide advanced administrative support for a specific area and/or program within an assigned department. The work is characterized by complex tasks which typically require a considerable amount of technical understanding, research, and analysis prior to developing conclusions and/or recommendations. Incumbents assist in the organization and administration of a particular function within a department/division; duties often include creating, updating and monitoring various financial and non-financial reports, managing special assignments, assisting with the administration of budget information, financial/statistical recordkeeping and controlling the flow of various information and processes throughout the assigned department.

Position Duties

 Records Review & Classification

• Review physical and electronic files to determine retention status
• Classify records based on content, date, and retention guidelines
• Identify records eligible for archiving or destruction

Organization & Inventory

• Create and maintain inventories of records by category and location
• Label boxes and folders clearly for storage or transfer
• Assist in digitizing paper records as needed

Documentation & Compliance

• Ensure records are handled in accordance with legal and departmental policies
• Complete tracking forms and logs for records disposition
• Support audit readiness by maintaining organized documentation

Coordination & Logistics

• Coordinate with internal teams and external vendors for storage or shredding
• Prepare records for transport to off-site storage or disposal
• Maintain confidentiality and data security throughout all tasks

Deliverables

• Completed records inventory spreadsheet
• Labeled and organized records ready for archiving or disposal
• Summary report of records processed during assignment

Minimum Qualifications

Education and experience:

• Associate's degree or high school diploma /G.E.D. with 2 years of college level coursework
• Five years of progressively responsible administrative support experience
• May require relevant certification or higher education coursework as it pertains to the department/division
• Any combination of education and experience that provides the desired knowledge, skills and abilities to perform the essential duties of the position

Other

This class description describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, and skills required of the job.

Please review the Administrative Specialist (Supplemental) SNR job description for more information about the knowledge, skills, abilities, working conditions, and physical requirements.

Other Qualifications

This is a supplemental, non-benefitted position