Open Job - 2017 Senior Administrative Assistant - Public Works
Please click on the link below to begin the application process. Only on-line applications will be accepted.
$23.77/hr. to $32.76/hr. plus excellent fringe benefits including City paid 6% PERS "pick-up"
The salary range is currently under review. Per the collective bargaining agreement, hiring salary is entry level (Step 1) of the salary unless otherwise approved by the City Manager.
Please note: Interested and qualified candidates are strongly encouraged to submit their completed application as soon as possible. This recruitment will remain open until the position is filled. First review of applications is expected to occur within two weeks of recruitment opening, however, may occur sooner depending on response.
The Oregon City Public Works Department has an exciting opportunity for the right administrative professional. The Executive Assistant to the Public Works Director performs a wide variety of responsible and complex program coordination, administrative, secretarial, and clerical duties in direct support of the Public Works Director and the department. This Executive Assistant opportunity is distinguished from other administrative support classifications by the complexity, and scope of responsibilities, including aspects of project management and the oversight of programmatic functions, in addition to the traditional responsibilities of a Senior Administrative Assistant.
The Oregon City Public Works Department is a fast paced and enthused organization. The Engineering Group, located in City Hall, is the technical branch of the Department and includes the Director, Executive Assistant and ten professional level staff including 6 Civil Engineers. The Department is responsible for all aspects of the operation, maintenance, and replacement of the City's public infrastructure.
The Executive Assistant position is a newly created represented position for the Department and is replacing a dedicated Senior Administrative Assistant who is retiring. This position is vital to the success of the Department and the City is excited to find an experienced candidate who can join our team of highly qualified staff. A Bachelor's Degree is not required for this position, however a commensurate level of education and experience is necessary in order to be successful in this position.
The ideal candidate will possess the following competencies:
Contract Administration – Draft, review and track agreements between the City and clients and consultants; Monitor the status of contracts to determine the need for new agreements or changes in exiting agreements.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance from both internal and external customers.
Decision Making – make sound recommendations based on research and analysis.
Written Communication - Writes clearly and informatively for both documents and website; Edits work for spelling and grammar; Ability to read and interpret written information; Conducts research on procedural and administrative studies, and prepares reports.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; understands the principles and practices of organization, administration, business, and budget.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently.
Professionalism - Reacts well under pressure; Exercises independent judgment and personal initiative.
Program management – Skilled at directing or implementing programs.
Excellent attendance record.
Six years of increasing responsible administrative support experience.
Prior experience supporting managers, including scheduling, procedures, calendar, continual public, intergovernmental and interdepartmental relations.
Excellent verbal and written communication.
Solid computer skills with proficiency in Microsoft Office Applications.
Capability to maintain sensitive information and use discretion.
Competence to design outreach materials and web page information, prepare press releases, newsletter articles, and requests for proposals.
Experience assisting with contracting and purchasing through bidding process; responding to contractor inquiries, preparing contract addenda, and participating in bid openings.