Administrative Assistant

Application Information

We are hiring to fill one vacancy. The vacancy filled is in the Admin Assistant job series in the Public Works Department. Depending on the knowledge, skills, abilities, and experience of the candidate selected, the position filled may be Admin I, II, or III. This is why there is such a range for the starting salary. When applying, you do not need to specify the position you are applying for.A summary of key information for this recruitment:

Benefits:

Starting Salary Between:

Admin I: $20.78/hr.-$21.99/hr. - Max Pay: $29.69

Admin II: $21.52/hr.-$23.41/hr. - Max Pay: $31.98

Admin III: $21.70/hr.-$24.55/hr. - Max Pay: $33.13

Additional benefits:

100% paid premiums for medical, dental, and vision for eligible employees and dependents

$2,500 or $4,000 per year paid into a Health Savings Account for eligible employees

Generous paid holiday, vacation, and sick leave; 12 holidays, 96 hours of vacation, and 96 hours of sick leave per year

Eligibility for Public Employees' Retirement System (PERS) in Oregon

Qualification for the Public Service Loan Forgiveness Program

To review more about our compensation and benefits, please see:

Recruitment Timeline:

Application Deadline: see the above application close date

Review Applications: Approximately one week from close date

Interviews and Selection Process: Estimated to take 2-3 weeks

We conduct two rounds of interviews - first a panel interview with staff, and second is one-on-one interview with the Department Director

The top applicant receives a conditional offer and moves into the background phase: Offer made within 1 week of Director interview

Post conditional offer, the candidate will need to pass the background verification/reference check

How to Apply:

Complete this application by the deadline above.The City has one vacancy that this recruitment is attempting to fill. The position may switch to open until filled after the initial review is completed. At that time, it would become an open/continuous process and the recruitment can be closed at any time. An eligibility list may be established at the end of the process for any admin assistant position in the City, which will be retained for one year, until the list has been exhausted, or discarded at the sole discretion of the City. The position may be closed at any time during the process.

Job Description

The Opportunity

The Public Works department is dedicated to professionally maintaining and improving the current infrastructure of water, sewer, storm, street, airport and park services, to the highest possible standards for our community. We will continually look ahead to plan for and provide services that will allow the City of Florence to meet its future goals.

This is an opportunity to provide direct service to our community members and to the Department. This position makes an impact within our organization by performing a variety of clerical and administrative support services, as discussed below. This position has an established career track within the City that will provide the successful applicant with long-term purpose within the organization. If you are interested in local government, have some experience in direct customer service with the public, and are eager to learn new tasks, then this position is a great opportunity to continue your career with us.

Come join us in helping to make the City of Florence the Premier Community on the Coast!

The Role

A successful candidate will be self-motivated, proactive, and able to manage multiple and diverse responsibilities. The candidate should also be comfortable processing purchase requests, reconciling credit card transactions, and maintaining accurate records. They must also have exceptional customer service skills and have a strong understanding of current office technology, including converting and compiling various document types, and learning and utilizing cloud-based systems. The candidate must also be confident in taking charge of various forms of communication in person, over the phone, and in writing.

If you are someone who thrives in a fast-paced environment where collaboration is key and wants to make a positive impact, then this is a great role for you.

Specific responsibilities include, but are not limited to, the following:

Process purchase requests, reconcile credit card transactions, and maintain accurate financial records related to departmental expenditures. This is one of the most important functions this role performs. There are account codes, project codes, numerous invoices/receipts that need to be tracked, and it all has to be accurately accounted for in the various financial systems. Accuracy and an ability to decipher where to bill a purchase and why are key.

Serve as the front counter and initial point of contact for Public Works customer service. This includes greeting customers and visitors, directing them to the appropriate area, and answering and routing incoming calls related to utilities, permits, and public infrastructure services, and ensuring that the customer's questions are resolved.

Read and interpret basic Public Works-related materials such as maintenance reports, utility service documents, and city codes. Training will be provided; however, the ability to read through materials and locate answers to questions is essential.

Take the lead on correspondence by managing the department inbox, responding to inquiries, and routing messages internally as needed.

Take the lead on scheduling for the Public Works Director and departmental staff. This includes coordinating meetings, ensuring staff are where they need to be, and protecting designated in-office focus time.

Perform routine clerical and administrative work for the Public Works Department. This includes drafting clear communication for public notices, corresponding with individuals within key timeframes and deadlines, compiling meeting agendas, attachments, and minutes, and ensuring all communication is properly received and directed.

Provide excellent internal and external customer service by being knowledgeable and able to answer questions from staff, contractors, or the public about City services, projects, and schedules.

Set up and operate technology during meetings, which may occasionally include after-hours work once or twice a month. The candidate should be comfortable operating Zoom meetings, working on PowerPoint or slideshow presentations, and preparing agendas and minutes, along with other related tasks.

Be accurate, detail-oriented, and able to take specific direction well while maintaining organized and thorough records for departmental activities and projects.

click here for a full job description including working conditions, physical requirements, and tools used (note, this posting is for the Public Works assignment).

Qualifications

What qualifications to bring with you

Admin Assistant I

High school diploma or equivalent; and

One year of experience and training that demonstrate an ability to perform this position

Knowledge of basic customer service

Skills in communication, time management, and in using current office technology

Ability to work independently, maintain confidentiality, and follow specific procedures the same way every time

Nice-to-have qualifications

Knowledge of or experience in local government or planning

A higher level of education that what is listed above

Additional Information

Our Hiring Process

After you apply for the position, if you are one of the best qualified applicants (determined by our review of the materials you submitted with your application (application, resume, and cover letter) and your demonstrated knowledge, skills, and abilities), prepare to discuss your background, goals, and motivations. We will reach out to schedule an interview. If you are not selected after this stage, we will let you know you were not selected. If this is you, keep an eye on our open roles for the next opportunity that might be a match.

The top scoring applicants (after applying any Veteran’s Preference (see below)) from this initial interview round will be asked to conduct the Department Head interview.

The Department Head interview is typically the final stage of the process and your chance to leave an impression through your enthusiasm, preparation, abilities, and resume. After this interview, the Department Head and the City Manager will meet to discuss the candidates and the City Manager will make the final decision based on the Department Manager’s recommendation. Human Resources will reach out to all applicants and confirm their status in the application process. The top candidate will receive a conditional offer that specifies what background procedures will be conducted (depends upon position).

Applicants not selected may be placed on an eligibility list for the Department to use in the 6 months following the close of the recruitment. Applicants will be notified if they are placed on the eligibility list. This list will allow the Department to pick up with the candidates where they left off in the recruitment should another vacancy for the same position become available. The eligibility list may be closed at any time by the sole discretion of the Department Head.

Our Hiring Policies

We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, genetic information, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, in accordance with applicable federal, state, and local law. You can view our EEO Policy here:

The City is committed to providing reasonable accommodations to applicants if needed during the interview process. To request an accommodation, please . You can view our ADA policy here:

The City adheres to Veteran’s Preference laws and practices. If you qualify for and wish to claim Veteran’s preference, you must assert your Veteran’s Preference on the application and supply the required documentation by the closing date and time of the application. You can view information about what is required/qualifying here:

Our Hiring Process

After you apply for the position, we review all requested application materials to determine if your demonstrated knowledge, skills, and abilities qualify you for the position. We apply Veteran's Preference points at each step in the process, including this step (see below for more information about Veteran's Preference).

You can use this time to prepare for a potential interview by reviewing our website, including our interview tips:

If you are one of the best qualified, we will reach out to schedule an initial interview. The initial interview is a panel interview that may be conducted as one-way video interview through our partner, Spark Hire, a video interview over zoom, or in-person. If you are not selected after this stage, we will let you know you were not selected. If this is you, keep an eye on our open roles for the next opportunity that might be a match.

The top scoring applicants from this initial interview round will be asked to conduct an in-person panel interview key staff you may be working with. However, this depends upon the position/recruitment. In certain circumstances, the City may forgo the in-person panel interview and move on to the Department Head in-person interview. All applicants will go through the same process.

The Department Head interview is typically the final stages of the process and your chance to leave an impression through your enthusiasm, preparation, abilities, and resume. After this interview, the Department Head and the City Manager will meet to discuss the candidates and the City Manager will make the final decision based on the Department Head's recommendation.

Human Resources will reach out to all applicants and confirm their status in the application process. The top candidate will receive a conditional offer that specifies what background procedures will be conducted (depends upon position).

Applicants not selected may be placed on an eligibility list for the Department to use in the 6 months following the close of the recruitment. Applicants will be notified if they are placed on the eligibility list. This list will allow the Department to pick up with the candidates where they left off in the recruitment should another vacancy for the same position become available. The eligibility list may be closed at any time by the sole discretion of the Department Head.

Our Hiring Policies

We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, genetic information, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, in accordance with applicable federal, state, and local law. You can view our EEO Policy here:

The City is committed to providing reasonable accommodations to applicants if needed during the interview process. To request an accommodation, please email . You can view our ADA policy here:

To meet the general notice requirements of the FMLA, the City must display a poster in plain view for all workers and applicants to see, notifying them of the FMLA provisions and providing information concerning how to file a complaint with the Wage and Hour Division. Our compliance with this requirement can be found here:

The City adheres to Veteran’s Preference laws and practices. If you qualify for and wish to claim Veteran’s preference, you must assert your Veteran’s Preference on the application and supply the required documentation by the closing date and time of the application. You can view information about what is required/qualifying here: