Job Description

Position Summary

Perform a wide variety of routine and complex clerical, customer service, and administrative activities in alignment with established City policies and practices to assist and support department staff and Public Works related advisory groups.Responsibilities include transcription of minutes; department web page maintenance; electronic and hard copy file maintenance and records management; data entry and data management for the fleet program, fuel system, and parking permit programs; telephone and in-person reception; sales and cash handling; office machine maintenance; mail and shipment processing; and the generation of correspondence, surveys, and mailings. Exercise knowledgeable, independent judgment on routine and non-routine matters. These tasks are illustrative only and may include other related duties.

Full-time 40 hours per week
AFSCME-represented position
12-month probationary period

Must meet all qualifications and requirements as listed in the

Essential Functions

Transcribes advisory group minutes using appropriate business English, spelling, punctuation, grammar, and approved format. Provides support services such as publishing meeting times, generating meeting packets and publishing minutes to the City web pages that are an official public record of the City. Takes and transcribes minutes from other Department meetings as requested.

Creates, maintains, and updates department web pages. Monitors department web pages for outdated information, requests updated information from appropriate department contacts, formats and posts data.

Creates, maintains and tracks department electronic and hard copy records, files and public records request log. Performs network directory housekeeping.

Completes data entry for fleet maintenance activities, backflow program, parking permit program and tap tracker program. Enters and updates information, runs reports, validates data accuracy, reports discrepancies and maintains databases.

Creates, maintains, and removes fuel card access to the fuel system. Updates employee and vehicle information, validates data accuracy, provides monthly billing information to accounts receivable, and troubleshoots fuel system issues.

Coordinates the backflow program monthly mailings with the Water Distribution workgroup. Forwards to appropriate staff or responds to emails in the Public Works Backflow email account.

Ensures adequate parking permit supplies are in stock and interfaces with the public to answer questions, sell permits, send out and process annual renewal applications.

Assists walk-in customers, answers phones, screens calls, routes calls, and takes messages. Performs various customer service duties such as responding to resident complaints according to City policy, responding to other department or agency requests and, issuing parking permits, bulk water keys and temporary hydrant meters. Forwards to appropriate staff or responds to emails in the Public Works email account.

Develops and provides training for department specific software applications and serves as a resource for those applications unique to the position. Acts as a departmental resource for questions on word processing, spreadsheet applications, and office automation suite.

Provides equipment check-out services for items such as department laptops, projectors, cameras, and speakers. Provides advanced administrative support or training in coordinating the use of this equipment.

Performs a variety of non-routine administrative duties such as troubleshooting office equipment issues, stocking copier room supplies, reviewing police reports, processing DMV vehicle title and licensing paperwork, recycling print cartridges, maintaining department beverage vending machine, and distributing press releases.

Provides back up support for contract administration, tracks renewal dates, acts as liaison to contractors, receives and compiles bid information, prepares contracts following City contract specifications and City purchasing procedures.

Serves on internal committees when required.

Assists the department with emergency response efforts by answering phones quickly and efficiently, recording accurate information about the situation, forwarding calls appropriately, and providing an appropriate level of information to callers regarding the status of an event.

Assists other administrative staff and performs other related duties, including those of any classification below Senior Administrative Specialist from brief instructions or through self initiative, such as the daily cash deposit, and payroll entry and edit verification.

Conforms with all safety rules and practices, and performs work in a safe manner. Maintains job-site safety for co-workers and minimizes hazardous conditions. Attends required trainings.

Delivers excellent customer service to diverse audiences. Responds to routine customer service requests, questions, and complaints. Maintains a positive customer service demeanor and delivers service in a respectful and patient manner.

Performs as a member of a team, assisting with development of work group goals and objectives, and contributing to the achievement of goals and objectives. Maintains effective work relationships.

Complies with all Administrative Policies. Performs work in accordance with Council Policies and Municipal Code sections applicable to the position.

Arrives to work, meetings, and other work-related functions on time and maintains regular job attendance.

Operates and drives vehicles and/or equipment safely and legally.

Qualifications and Skills

Education and Experience
High school diploma, or equivalent.Associates degree in Business Administration or a related field preferred.

Three years of related work experience or education in office/business practices and procedures including database management, web page maintenance, transcription, and accounting.

Knowledge, Skills and Abilities
Demonstrated accurate clerical skills in typing/word processing, proof reading and editing, filing, ten-key, and operating office equipment.

Ability to maintain manual and computerized filing and record-keeping systems.

Proficient use of business English, spelling, punctuation, and grammar. Basic math, and advanced bookkeeping terms and concepts.

Ability to use a computer for extended periods of time to perform the essential functions of the position.

Demonstrated knowledge of or ability to learn office and department specific computer hardware and software used by position (word processor, e-mail, electronic calendar, spreadsheet, database, web, etc.)

Effective interpersonal, customer service, communication and telephone skills. Well-developed problem-solving skills. Ability to resolve public inquires and complaints by telephone, e-mail and in person.

Ability to get along with coworkers and the general public, and maintain effective working relationships.

Ability to meet deadlines while prioritizing multiple duties and projects around set time constraints, perform routine duties independently, and to work with frequent interruptions.

Ability to learn the Public Works service area citywide resources by the end of the probationary period.

Ability to maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information.

Understanding of operational rules and general instructions. Discern and apply procedures to situations as encountered within established guidelines.

Thorough knowledge of traffic laws and defensive driving.

Special Requirements
Possession of or ability to obtain and maintain a valid Oregon driver\'s license.

Demonstrable commitment to sustainability principles in the performance of work.

Demonstrable commitment to promoting and enhancing diversity.

The individual shall not pose a direct threat to the health or safety of the individual or others in the workplace.

How to Apply

Qualified applicants must submit an online application located on the (click on \xe2\x80\x9cApply\xe2\x80\x9d above). Position is open until filled with first review of applications at 5pm on February 17, 2023. Applicants are encouraged to include a cover letter and resume with the online application; however, resumes will not be accepted in lieu of a completed online application. Late or incomplete applications will not be accepted/considered.

An Affirmative Action/Equal Opportunity Employer in Compliance with ADA.

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