Office Specialist in Portland, Oregon at Urban Flood Safety & Water Quality District

This position is open from Wednesday, July 22 until filled. To be considered for first review, applications must be received by 11:59 pm on Sunday, August 2nd. Resumes will not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.

The Office Specialist performs tasks for all administrative aspects of the office, including board support. The position will be primarily responsible for providing administrative and clerical support to relieve managers and other staff members of administrative duties.

Under limited supervision, performs assignments that are semi-routine in nature and of moderate complexity, requiring the exercise of limited discretion and judgment in choosing between predetermined options. Requires the ability to recognize deviation from standard procedure and/or accepted practice and to seek guidance when deviations occur. Normally receives general instruction on routine work and detailed instruction on new assignments. Reading, problem-solving, and communication (oral, listening and written) skills equivalent to those obtained by completing high school or commensurate experience. Requires familiarity with common office software. May require specific knowledge of functional/department operations.

General Office Support

• Front desk and reception duties
• Customer service and interaction with the public and stakeholders
• Follow administrative procedures
• Manage common office areas such as meeting rooms and break room
• Basic purchasing and maintenance of office supplies and office equipment
• Calendaring/scheduling
• Data entry and word processing
• Correspondence
• Basic research, drafting, editing, revising of documents
• Mail processing
• Meeting and event planning and setup, including A/V needs
• Prepare minutes and meeting materials as needed
• Update and maintain office procedures manual
• Run errands outside of the office
• Occasional night and weekend shifts may be required to support board meetings and other events.

Departmental Support

• Ad hoc department support for projects or ongoing tasks
• Assist with hiring processes
• Provide assistance to the Executive Director and other division Directors and Managers

Duties Applying to All Employees

It is the duty of all employees to:

• Perform other duties as assigned;
• Strive to achieve the Mission, Vision, and Values of the organization;
• Apply an equity lens to your work to ensure barriers to participation are removed and harm is reduced;
• Comply with public records requirements and other District policies;
• Perform the duties assigned during an emergency;
• Complete required Incident Command System training within 90 days of hire;
• Remain within a 10-hour response time during the District’s Partial Emergency Activation or as specified by the Executive Director;
• Work well with community and be a strong ambassador for the Flood Safety District;
• Exemplify the workplace safety culture.
• Create a culture that promotes respect, inclusion, and equity for the diversity of people in our workforce and community.

Knowledge of:

• Microsoft Office (e.g., Excel, Word, and Outlook)
• Basic internet usage and search skills

Ability to:

• Manage time, organize workload, handle multiple tasks simultaneously, and prioritize work in a changing environment.
• Show initiative in performing job functions and manage tasks and time effectively to meet multiple schedules and timelines.
• Communicate clearly, both verbally and in writing. Prepare correspondence, and other documents. Communicate information to a variety of audiences.
• Learn quickly, and adapt quickly in a fast-paced environment
• Create positive relationships and work environments: Maintain cooperative working relationships with partners, stakeholders, and members of the public.
• Attend work on time

Education, Experience, and Special Requirements:

• High School Diploma or equivalent
• Valid state driver’s license
• Required Experience: 3-5 years with increasing responsibilities

Working Environment: This position requires sitting at a computer, occasional lifting of boxes of documents or other items. This position is not considered safety sensitive. Because this position is critical to the administration of the agency, this position is expected to work five days a week in office. Hours may vary, but should generally fall between 7:30am and 5:30pm.

This position has required business-related driving to various locations in support of departmental operations and assignments.

Compensation: Our organization adheres to established salary ranges for each position to ensure equitable pay practices in compliance with the Oregon Pay Equity Act requirements. However, final offers are determined based on various factors, including the candidate's experience, qualifications, and considerations of internal pay equity. Unless a candidate's qualifications justify, the appointment will likely be made between $68,277 and $81,944 annually to preserve room for future growth.

Accommodation: Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in this process. Assistance will be gladly provided upon request for any applicant with sensory or non-sensory disabilities. Please contact Tracy Olmedo at (503) 281-5675 or hiring@urbanfloodsafetyor.gov for any questions on accessibility or accommodation during the hiring process

Veterans’ Preference: Under Oregon Law, qualified veterans may be eligible for Veterans’ Preference when applying for the District positions. If you are a veteran and would like to request Veterans’ Preference for this job, please provide qualifying documents (Copy of the Certificate of Release or Discharge from Active Duty, DD Form 214 or 215; Disabled Veterans must also submit a copy of their Veteran’s Disability Preference Letter from the U.S. Department of Veterans Affairs) with your application submittal in the attachments section. Documentation must be received by the closing date and time of this recruitment for the applicant to receive Veterans’ Preference.

Equal employment opportunity: All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, marital status, familial status, gender identity, sexual orientation, disability for which a reasonable accommodation can be made, or any other status protected by law.

This position is not represented.