The Oregon City Public Works Department has an exciting opportunity for the right administrative professional. The Senior Administrative Assistant to the Public Works Department 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 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 an Administrative Assistant.

Performs a variety of confidential administrative support duties for department leadership team.

The Senior Administrative Assistant represents the senior position in a two-level confidential career path encompassing administrative support. The Office Specialist career path is designed to recognize entry-level to journey-level skills that provide general support to customer service-oriented functions. Advancement to Administrative Assistant requires at least three years of Administrative Assistant or equivalent and a demonstrated ability to perform financial record keeping for major projects, contract administration, and schedule and sequence the required reporting and other time sensitive activity.

The list of duties is a representative sample of the work appropriate to this class and does not include all the duties or specific tasks that may be assigned to a particular position. The incumbent may perform a combination of some or all the following duties:

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  Performs technical and administrative support duties by applying learning from prior experience, in-depth knowledge of the special terminology of the department, and a working knowledge of the functions and procedures of other departments.
• Responds to inquiries and conveys information about programs and services provided by the department. Receives inquiries from customers and citizens in general, conveys policies and procedures, and refers difficult or sensitive matters to the Director.
• Provides assistance to schedule planning and other business cycle processes. Forwards information to other departments.
• Creates and maintains alphanumeric filing and information retrieval systems. Develops intra-and-interdepartmental information flow processes. Reviews procedures and methods to recommend improvements that enhance efficiency.
• Types from rough drafts or verbal instructions a variety of materials such as letters, memorandums, recurring reports, and statistical data. Composes routine correspondence and forms as necessary. May transcribe dictation.
• Performs receptionist duties. Receives and screens visitors and telephone calls, referring to others as appropriate. Takes and forward messages.
• Arranges miscellaneous meetings. Prepares schedules and informs participants, confirming dates and times. Take notes and maintain records of the proceedings from routine departmental meetings. May make hotel and travel reservations. Inputs information onto relational databases. Updates information and maintains data files. Accesses relational databases such as those for business transactions, planning, public works, and law enforcement, to extract information and standardized reports.
• Compiles information from existing information systems and resources for reports. Organizes information to fit into requested formats. Prepares and maintains regularly required reports with established forms used by internal staff and external agencies.
• Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines, and making assignments to other staff as necessary. Identifies and works with staff from other divisions and external sources to meet information and resource needs.
• Coordinates and provides support to request-for-proposal and bid selection processes. Prepares documents, copies of drawings and project materials, and sets up contractor files for project and contract administration.
• Researches archives, business transactions, meeting recollections, etc., to compile reports for management or to regulatory or governing agencies.
• Receives, handles, and stores confidential information pertaining to the department. Maintains confidentiality of private and sensitive information. Collects, assembles, prepares, and may interpret data used in collective bargaining or in sensitive employee or customer issues.
• Assists the department management with development of department budget proposals, maintaining communications with work teams on status and information needs.
• Maintains approved budgets including those for complex capital projects and grants, transaction records, and audit trails, including those for special projects, contracted services, and grant-funded activities. Prepares work-in-progress performance reports.
• Assists with purchasing and other financial processes. Receives, verifies, and processes invoices for equipment, supplies and services purchased by the department. May initiate line-item transfers within same funds.
• Assigns data gathering and administrative tasks to other support staff assigned to the department.

Knowledge

The position requires specialized knowledge of:

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  Practices, procedures, and equipment including filing systems
• Customer service techniques
• Letter and report writing
• Microsoft Office 365
• Data entry
• Preparation of professional correspondence – proper language usage, spelling, grammar, and punctuation.

• Work independently to perform all duties of the position
• Plan, organize, and prioritize work to meet schedules and timelines
• Perform financial and statistical record keeping
• Record and transcribe notes and/or meeting minutes/recollections
• Receive and control sensitive, confidential, and private information
• Learn, interpret, explain, and apply knowledge of municipal government and department organization, operations, programs, functions, terminology, and labor agreements
• Prepare spreadsheets, graphs, and charts
• Learn, enter, import and export data to and from databases
• Work cooperatively with the community
• Work as a contributing member of a team
• Work productively, patiently, and cooperatively with other teams and external customers, and convey a positive image of the City and its services.

Other Requirements

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  Must pass a criminal background check
• Valid driver’s license required