Job Postings

Office Assistant

Aumsville, City of
Job Description

Office Assistant

 
Job Status: 
Open - open and accepting applications

Salary Range

$4,042-$5,265/month DOE

Work Location

Aumsville City Hall
595 Main St
Aumsville, OR 97325

Bilingual Pay

Additional 5%

Schedule

Monday-Friday, 8:00 am-5:00 pm (1-hour lunch)

 

SUMMARY OF DUTIES

The Office Assistant position provides support to the City Administrator and City Staff, acting as a point of contact for customers, and performing a variety of clerical administrative duties. The position reports directly to the City Administrator and performs a wide variety of duties including data processing, accounting, and records management as directed by the administrator.

Essential Duties:

Duties may include, but are not limited to the following:

  • Represents the City of Aumsville in a prompt, professional, and courteous manner while maintaining a positive customer service demeanor. Treats internal and external individuals as customers, respectfully and patiently delivering the best service possible.
  • Answers telephone, responding to questions from the public, City residents, employees, and others. Routes calls to the appropriate person or department, taking phone messages as necessary.
  • Accurately enters data into a computer, and manual records systems. Prepares, files, and maintains reports in an organized and timely manner. Maintains all records, files for project materials, plans, and computer files/data in a consistent, organized, and easily retrievable manner, accessible to all City employees.
  • Creates, proofs, and edits documents, including but not limited to: monthly newsletters, staff reports, letters of support, policies and procedures, and grant applications.
  • Prepares outgoing mail, and processes incoming mail, routing to appropriate recipient or department.
  • Creates and posts public notices as required by state law and local policies and procedures.
  • Prints, collates, scans, and photocopies documents.
  • Processes incoming payments and invoices with close attention to detail.
  • Receives, processes, and files local and county permits.
  • Receives land use applications, executing all necessary steps from receipt through the decision process, with input from the City Administrator. Maintains Aumsville Planning Commission (APC) files and records to ensure easy retrieval and integrity of files and records as requested.
  • Researches and compiles information and reference materials for the City Administrator, APC, or the public, which may require selecting appropriate data from multiple sources. Prepares draft procedures, summaries, and reports as needed.
  • As required by state law and the City of Aumsville Development Ordinance, prepares public meeting notices, following all requirements for meetings, postings, and deliveries. Prepares accurate meeting minute records in public meeting law format, and has necessary documents executed and processed as soon as possible after each meeting.
  • Prepares, collates, and assembles materials for public meeting agenda packets, and coordinates delivery as required.
  • Attends public meetings as requested by the City Administrator.
  • Coordinates City’s social media accounts, website, publications, and messaging in close coordination with the City Administrator. Coordinates publishing of documents and materials to inform the general public of City programs and news.
  • Coordinates, plans, and executes community events and programs as directed by the City Administrator.
  • Assists in maintaining the City’s accounting system, which may include processing accounts receivable, utility billing, accounts payable, general ledger entries, and payroll. Must consistently track and perform accurate calculations.
  • Performs various other general and administrative duties in support of the City Administrator, City Hall staff, and other departments as approved by the City Administrator. Additional responsibilities may include, but are not limited to: accounting activities, event planning and implementation, maintaining/purchasing office supplies, and developing spreadsheets or professional reports and materials essential to providing effective services to city residents.
  • Maintains regular job attendance, adherence to working hours, and harmonious and positive working relationships with City staff, other organizations, and the general public.
  • Follows all safety rules and procedures established for work areas, and may participate in Safety Committee meetings.

MINIMUM QUALIFICATIONS

The city will consider any equivalent combination of relevant training, education, and experience that provides the applicant with the knowledge, skills, and abilities required to meet the minimum qualifications of this position.

Experience:

  • Two years of professional work experience in an office and/or customer service position

Education:

  • High school diploma or G.E.D.

Knowledge of:

  • Administrative office principles, practices, and techniques
  • Microsoft Word
  • English grammar, punctuation, spelling, and professional writing best practices
  • Facebook and other social media platforms  
  • Generally Accepted Accounting Principles (GAAP)

Ability to:

  • Read, write, understand, and edit complex, professional documents and reports
  • Follow complex directions and apply concepts to reports and applications with little direction from your supervisor
  • Think critically to determine possible sources, and/or directions for projects
  • Work independently and as part of a team
  • Maintain a courteous disposition while speaking with customers, including upset or difficult customers
  • Operate standard office equipment, including computers, printers/scanners, and phone systems
  • Professionally format documents with and without templates
  • Maintain an organized filing system and follow local and state laws for public records retention
  • Conduct research using internal and external sources
  • Attend evening meetings as needed

Special Requirements & Licenses:

  • Valid Oregon Driver's License
  • Must maintain the ability to successfully pass criminal and DMV background checks
  • Must be able to acquire and maintain CJIS certification (instructions will be provided)

PREFERRED QUALIFICATIONS

In addition to the above minimum requirements, the ideal candidate will have the following knowledge, skills, and abilities:

Education:

  • Bachelor’s Degree in a related field

Ability to:

  • Speak and understand Spanish

Knowledge of:

  • File maintenance best practices
  • Accounting/payroll, and GAAP principals
  • Event planning and execution for large events
  • Microsoft Suite
  • Website maintenance
  • Advanced knowledge of social media marketing best practices

WORKING CONDITIONS

Usual office working conditions. The noise level in the work area is typical of most office environments with telephones, personal interruptions, copiers, and background noises. Will regularly work with angry customers in both the utility receptionist and court duties.

Physical Demands:

The City of Aumsville is committed to complying fully with Oregon's Disability Accommodation and Discrimination laws. We are also committed to ensuring equal opportunity in employment for qualified persons with disabilities. The City of Aumsville will make reasonable efforts to accommodate an eligible applicant or employee with a known disability unless such accommodation creates an undue hardship on the City of Aumsville's operations or a safety risk to employees or coworkers or removes an essential job function. Employees should request accommodations as soon as it becomes apparent that a reasonable accommodation may be necessary to enable the employee to perform the essential duties of a position or participate in the employment process. Temporary modifications to provide reasonable accommodation or transitional work assignments do not waive any of the essential functions for this position. To discuss an accommodation request, don't hesitate to contact Ron Harding, the City Administrator, at 503-749-2030.

The position requires mobility. While performing the duties of this position, the employee is frequently required to stand, bend, kneel, stoop, communicate, reach, and manipulate objects. Duties involve regularly moving materials weighing up to 30 pounds, such as files, books, office equipment, etc., and may infrequently require moving materials weighing up to 40 pounds. Manual dexterity and coordination are required over 50% of the work period while operating a computer keyboard, calculator, and standard office equipment.

Supervision Received:

Works under the supervision of the City Administrator.

Supervisory Responsibilities:

Supervision is not a typical function assigned to this position. May provide training and orientation to volunteers and newly assigned personnel.

HOW TO APPLY

The City of Aumsville is an Equal Opportunity Employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, genetic information, or any other applicable status protected by federal, Oregon, or local law. The City complies with federal and state disability laws and makes reasonable accommodations for qualified applicants and employees with disabilities.

All applications MUST include:

  • Aumsville’s Application for Employment
  • Cover letter explaining how your experience relates to this position
  • Resume no more than 2 pages in length

Submit your application packet in person at City Hall (595 Main Street in Aumsville), or by email to kpizzuto@aumsville.us

Qualified applicants will be contacted for an interview, which will include a skills test. A pencil/pen and paper will be provided for this portion of the interview.

Applications are available online at www.aumsville.us or at City Hall 595 Mail St Aumsville, Oregon, 97325. 

OPEN UNTIL FILLED. THE CITY RESERVES THE RIGHT TO CLOSE THE APPLICATION PROCESS AT ANY TIME.

THE ABOVE JOB DESCRIPTION COVERS THE MOST SIGNIFICANT DUTIES PERFORMED. STILL, IT DOES NOT INCLUDE OTHER OCCASIONAL WORK, THE INCLUSION OF WHICH WOULD BE IN CONFORMITY WITH THE OTHER DUTIES ASSIGNED TO THIS JOB.

The City of Aumsville is an Equal Opportunity Employer. Employment with the City is open to any person, and we do not discriminate on the basis of race, religion, sex, color, age, sexual orientation, national origin, marital status, mental/physical disability, or source of income.

 
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