Overview
Administrative Assistant/Office Manager 1 Jobs in Albany, OR at Linn County Oregon
SUMMARY
The Administrative Assistant works directly under the supervision of the Director, Public Works and is responsible for providing confidential and routine clerical and administrative support to the Director, Public Works, and management staff within the public works department.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Coordinate office operations of the Director, Public Works.
2. Monitor various projects to completion.
3. Compose and prepare form letters, memoranda, draft ordinances/resolutions, reports, meeting minutes, and other materials requiring judgment and accuracy as to content and completeness.
4. Act as custodian of department documents and records. Ensure filing systems are maintained and up to date.
5. Schedule appointments and maintain calendar of Director, Public Works.
6. Collect and prepare data for reports; prepares and presents recommendations that pertain to specific subject matter as directed by the Director, Public Works.
7. Receive and assist the public, contractors, project proponents, and consulting engineers. Answer questions, respond to inquiries and refer when necessary to the appropriate person
8. Receive applications for water/sewer taps, street cuts/road bores, and hydrant meters. Issues permits for water/sewer taps, street cuts/road bores, and hydrant meters.
9. Assist the Director, Public Works as needed in the management of expenditures.
10. Process incoming and outgoing mail.
11. Coordinate travel arrangements and accommodations for staff.
12. Maintain office supply inventory.
13. Maintains and/or updates the City’s website.
14. Obtain easements for projects.
SUPERVISORY RESPONSIBILITIES
None
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Associate degree (A/A) or equivalent from a two-year College or technical school; or two to three years related experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS
Must have the ability to read, write, proofread, analyze, and interpret complex instructions and documents. Must have the ability to effectively present information one-on-one and in small group situations to customers, clients, and other employees of the organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute quantities, ratio, and percent, and to draw and interpret various types of graphs.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to handle stressful situations with the public and employees. Ability to take on many tasks and complete them to the satisfaction of the Director, Public Works. Ability to make judgment calls on a daily basis, and/or seek advice from the Director, Public Works when needed.
CERTIFICATIONS, LICENSES, REGISTRATIONS (if required)
Must be a Notary of the Public or can become a notary within six (6) months. Must also have a valid driver’s license.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit and taste or smell. The employee is occasionally required to stand, walk, use hands to finger, handle or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to ¬¬¬¬25 pounds. Specific vision abilities required by this position include; close, distant and color vision, depth perception, peripheral vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the incumbent is/may be exposed to outdoor weather conditions and works near moving mechanical parts.
The noise level in the work environment is usually quiet.
This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties as may be required by their Supervisor.
Safety sensitive position includes, but is not limited to, any job, assignment, rank or title where any of the following apply: Subject to drug and alcohol testing or restrictions promulgated by the U.S. Dept. of Transportation; involves carrying, repairing, transporting or keeping of firearms or ammunition; includes performing any medical or life-saving procedures, or responsibility for procuring, storing, transporting, dispensing or administering any drugs or medical supplies or equipment; involves working with confidential information, documents or material pertaining to criminal investigations; procuring, storing, transporting or otherwise working with hazardous or flammable materials, controlled substances, food or electricity; involves operating, repairing, maintaining or driving heavy equipment, machinery, aircraft, motorized watercraft or motor vehicles, or working in close proximity thereto; a momentary lapse of attention may result in grave and immediate danger to the public, self or fellow employees; requires engaging in any other activity in which the employee is responsible for his or her own or other people’s safety.
Weather Essential position includes employees are declared to be all sworn police officers, all sworn firefighters, dispatchers, emergency road crew employees in the Street Department, and electrical personnel in the Electric Department.
Civility and Professionalism- The City of Siloam Springs is a team-based service organization. Maintenance of good internal morale is essential to the City’s success. An employee is required to maintain professional and ethical behavior and act with integrity in all matters. The City of Siloam is committed to providing a work environment that is free from bullying, harassment, intimidation, abusive language, gossip, employees spreading discontent or exhibiting any behavior that is disruptive to the workplace and contrary to the City’s mission.
Regular Attendance- Punctual and regular attendance is an essential responsibility of each employee at the City of Siloam Springs. Employees are expected to report to work as scheduled, on time and prepared to start working. Employees also are expected to remain at work for their entire work schedule. Late arrival, early departure, or other absences from scheduled hours, that are not pre-approved or are excessive are disruptive and are to be avoided
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Title: Administrative Assistant/Office Manager 1
Company: Linn County Oregon
Location: Albany, OR
