Overview
Executive Administrative Assistant Jobs in Clackamas, OR at Astronics
Description
The City of Anaheim seeks a motivated, collaborative, and highly organized part-time Office Specialist II for the Community Services Department. The part-time Office Specialist II will be responsible for providing clerical support, processing payroll reports, inputting and auditing timesheets. The part-time Office Specialist II will ensure accuracy of timekeeping data by working directly with department supervisors, maintaining payroll records/files, and providing administrative office support and front office reception assistance to the public.
Qualified candidates must possess two (2) years of journey-level clerical work in a professional environment. Ideal candidates will have experience with timekeeping, payroll, data entry, customer service, and Microsoft Excel.
This part-time position is designated to work up to 30 hours per week, with no minimum amount of hours guaranteed. Candidates must be available to work between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday.
The mission of the Community Services Department is to enrich individuals, families, and the community through the provision of services, facilities, and programs which improve the quality of life in Anaheim.
Essential Functions
The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.
Type payroll forms, payroll schedules, payroll reports, payroll lists, general correspondence, manuscripts, charts, graphs, contracts and statistical payroll reports.
Maintains payroll records and files. File, record, compute and maintain confidential and privileged payroll information.
Act as a receptionist to the public, take and respond to a high volume of phone calls, screen inquiries, take messages, schedule appointments and answer questions requiring an understanding of policies and procedures of the work unit.
Utilize modern office equipment, media, and computer applications specific to the assigned unit in order to input, maintain, retrieve, transfer, and communicate confidential and privileged payroll information.
Compose routine payroll correspondence.
Proofread payroll materials for clerical accuracy and spelling.
Copy, collate, staple and otherwise bind a variety of payroll materials.
File department payroll materials into and retrieve materials from established filing systems and develop standard office filing systems for record storage and retrieval.
Research readily available information requiring some interpretive judgment and tally and compile information for payroll reports using a computer, or related software.
Maintain records of the unit concerning purchases, budget accounts and inventory; requisition office supplies.
Maintain records of staff attendance and absences; compile and submit periodic reports for payroll purposes.
Maintain and post data to logs, lists, ledgers, follow-up files and other records of the unit; check and compare records and documents for accuracy.
Make routine mathematical calculations on timesheets and reports.
Maintain calendars and schedules of appointments, meetings, room use, equipment use and events.
Perform related duties and responsibilities as required.
Qualifications
Experience: Two (2) years of experience performing journey-level clerical work.
Knowledge of: Modern office procedures, practices, and equipment; personal computer hardware and software, including word processing, spreadsheet, and database programs; English usage, spelling, grammar, and punctuation; basic math; and record keeping methods.
Ability to: Efficiently operate a computer terminal and use associated software; accurately transcribe recorded information into a readable format; effectively answer and process telephone calls; read, understand and apply moderately difficult materials; prepare accurate and clearly understood statistical reports; understand and carry out oral and written instructions; understand pertinent procedures and functions quickly and apply them without immediate supervision; maintain confidentiality; handle multiple priorities, organize workload, and meet strict deadlines; establish and maintain effective relationships with those contacted in the course of work; maintain professionalism, courtesy, and composure at all times, including stressful situations. For public contact positions, incumbents must have the ability to interact with a wide variety of clientele while retaining a professional work environment.
License/Certification Required: Some work assignments may require possession of a valid California Class C driver’s license.
Environment/Working Conditions
Environmental Conditions: Due to the nature of work assignments, the incumbent typically works in an office environment. However, some assignments may require the incumbent to visit outdoor or indoor field work sites to accomplish tasks.
Physical Conditions: Due to the nature of work assignments, the incumbent must have the ability to speak clearly; hear conversation in person, over the telephone, and on tape recordings; vision to read written and typed materials; have manual dexterity to operate a variety of office equipment and a computer keyboard; and lift and carry items weighing up to 15 pounds. Some positions may require the physical ability to set-up rooms for meetings and/or training classes.
Supplemental Information
IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS
This is a part-time position usually averaging 30 hours per week. A minimum number of hours is not guaranteed. Candidates must be available to work between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday
Applications will be accepted until Friday, April 25, 2025, at 5:00PM. Applicants are encouraged to apply early. Applications will not be accepted after this deadline.
The selection process will consist of a written skills examination and an oral interview.
Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating “See Resume” is not an acceptable substitute for a completed application.
The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.
Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.
Equal Opportunity Employer
The City of Anaheim offers a range of benefit programs to eligible part-time employees and their eligible dependents. Programs and benefits amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.
To view the current benefits summary, visit:
https://www.anaheim.net/DocumentCenter/View/36803/Benefits-Summary-Part-Time
For additional information about the City’s benefits, visit www.myanaheimbenefits.com then click on Part-Time Employees.
RETIREMENT BENEFITS – The City contracts with the California Public Employees Retirement System (CalPERS) to provide retirement benefits. Retirement formula is based on appointment date and membership status with CalPERS.
Part-time eligible employees become members of CalPERS as either Classic or New members.
Part-time employees not eligible for CalPERS are required to participate in the City’s part-time 457 plan, as a replacement plan for Social Security.
To view the current limits and additional CalPERS information, visit:
https://www.anaheim.net/DocumentCenter/View/37234/PT-CalPERS-Rates
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Title: Executive Administrative Assistant
Company: Astronics
Location: Clackamas, OR
