Administrative Assistant

JOB

Responsible for building and maintaining positive working relationships with internal and external customers to provide administrative support and customer service. Will take on small projects and be responsible for various administrative tasks such as inventory management, scheduling, compliance reporting, and purchasing and bid coordination. Must have excellent organizational skills to execute these wide variety of deadline driven activities with accuracy and efficiency.

EXAMPLE OF DUTIES

The following job functions are typical for a position of this nature. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each function satisfactorily. Other job functions and duties may be required as assigned. Maintains inventory records and monitors stock levels.Purchases equipment, tools, and supplies in accordance with City procurement procedures.Assists with the preparation of budgets, purchase orders, and financial tracking. Delivers equipment and supplies to various Public Works facilities.Coordinates and provides assistance on department projects and events.Assists in scheduling staff for events, projects, and on-call assignments.Responds to inquiries and requests in a timely and professional manner.Coordinates training needs and maintains training records.Accepts and processes incoming orders and shipments.Answers phones, directs calls, and responds to questions professionally.Assists in managing incoming communications for the Public Works Director, including email.Handles and records cash and credit card transactions in compliance with City procedures.Maintains positive, professional relationships with internal and external stakeholders through exceptional customer service.Performs duties in accordance with City policies and procedures.Follows all safety practices and reports unsafe conditions or behaviors.Prepares and maintains department records, reports, and files. Creates and updates forms, spreadsheets, and documentation related to department operations.Assists with preparing agendas, taking minutes, and coordinating internal staff meetings. Assists with posting public notices and maintaining compliance-related documentation as required by law or policy. Assists in tracking service requests, work orders, and citizen complaints.Coordinates vendor appointments as needed.Supports the implementation of departmental policies, procedures, and programs. Follows safety policies and practices, works in a safe manner, and reports unsafe activity and conditions.

SUPPLEMENTAL INFORMATION

Knowledge, skills and abilitiesStrong customer service skills with the ability to maintain professionalism in all interactions.Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).Familiarity with Oregon public procurement policies preferred.Basic understanding of budgeting, purchasing, and invoice processing procedures.Knowledge of records management principles and public records laws.Ability to manage multiple tasks and meet deadlines with attention to detail.Strong written and verbal communication skills.Ability to follow directions and work independently or as part of a team.Experience using general office software and online systems. Accurate data entry and recordkeeping.Strong organizational skills with the ability to manage multiple priorities and deadlines. Ability to handle confidential or sensitive information with discretion. Ability to adapt to changing priorities and work in a fast-paced environment. Tools and EquipmentStandard office equipment including computers, telephones, 10-key calculators, copy machines, fax machines, and base radios.Use of computer applications such as Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat.Occasional use of City vehicles, golf carts, and all-terrain vehicles.Physical DemandsThe 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 essential functions.Continuous: Sitting, reaching forward, using arms, wrists, hands.Frequent: Lifting up to 5 pounds.Occasional: Standing, walking, Lifting/carrying/pushing/pulling up to 20 pounds, bending, twisting, reaching above shoulder, squeezing.Rare: Driving, lifting/carrying/pushing/pulling up to 100 pounds, crouching, kneeling, crawling, climbing starts or ladders, operating foot controls.Work EnvironmentThis position primarily functions in a typical office environment but may include occasional work in outdoor or field settings. The role involves the use of standard office equipment such as computers, phones, adding machines, copy machines, filing cabinets, and fax machines.Employees may occasionally operate City vehicles, golf carts, or all-terrain vehicles and visit public works facilities, job sites, or City infrastructure. Exposure to varied weather conditions may occur during outdoor tasks or deliveries.The position requires interaction with internal staff, the public, contractors, and vendors. It may involve managing multiple tasks under time constraints in a fast-paced and dynamic environment. The noise level is generally consistent with a shared office setting.