Administrative Support II at City of Lake Oswego – Lake Oswego, Oregon

The City of Lake Oswego is looking for a dependable, responsible contributor committed to professionalism, excellence and success. This position performs a variety of project administrative support functions, goals, activities and events.

1. Performs typing assignments: proofreads, researches, gathers, compiles, and computes information and figures of a variety of reports
2. Performs a variety of project administrative support functions
3. Plans, organizes, and conducts project activities and events, including carrying out logistical arrangements; provides appropriate and timely communication of project status.
4. Develops, produces, and distributes program materials for public information, community involvement and program activities and events; prepares reports, written correspondence, contractual agreements, and routine publicity, including press releases and public service announcements, flyers and posters, etc.
5. Maintains accurate and up to date records and project data; develops and uses spreadsheets, data bases and other computer applications to manage project activities and track associated costs.
6. Conducts research and information gathering assignments for the department.
7. Sets up and maintains filing systems, manuals, records, and spreadsheets.

1. Performs bookkeeping and/or accounting/budgeting-related duties.
2. Maintain records to include filing, data entry, reporting and documentation Including but not limited to contracts, insurance information, background checks, invoice processing and department statistics
3. Administer registration and reservation software and system management
4. Back up coverage for front desk staff
5. Communicate with customers utilizing electronic methods, direct contact and postal mailings
6. Assists in recruitment of seasonal staff.
7. Model respect for diversity, equity and inclusion in the workplace.
8. Performs other duties of a similar nature or level.

Minimum Qualifications

Knowledge of:

• City policies, rules and regulations related to the area of assignment
• Operations, procedures, rules, and precedents of department where assigned.
• Account and statistical record keeping.
• Modern office methods, practices, procedures, and equipment.
• Customer service programs and employee communication.
• Internet, databases and reference manuals.
• Personal computers and related software applications.
• Conflict resolution and consensus building techniques.
• Work organization and delegation principles
• Personal computers and related software applications.

Skills and Abilities to:

• Write clear and concise reports, letters, and other written material.
• Communicate effectively with coworkers, management, elected officials and the general public, and display excellent interpersonal skills and awareness of controversial and/or sensitive issues
• Establish and maintains courteous, professional and effective working relationships with employees, citizens, vendors and/or any other representatives of the community.
• Prepare and maintain a variety of records and reports.
• Perform responsible and difficult office assistance work with speed and accuracy.
• Keep and maintain financial and statistical records.
• Analyze situations accurately and take effective course of action.
• Maintain confidentiality of private and sensitive information and documents.
• Prepare and implement work plans for special projects.
• Exercise good judgment in the performance of job duties, demonstrating tact and resourceful problem solving.
• Organize resources and establish priorities.
• Interpret local, state and federal laws and regulations.
• Promote positive public relations.
• Use personal computers and related software applications, including Microsoft Outlook, Word and Excel as well as graphics programs.
• Evaluate or summarize data.
• Provide good customer service.
• Comply with safety requirements of the position and actively promote safe work practices.

Priority consideration will be given to applicants with two years related work experience; ability to type 45 wpm; proficient working knowledge of MS Office Suite (Word, Excel, Publisher) MS Outlook, Adobe Acrobat, Adobe Contribute, ACDSee or Photoshop, file/folder management of shared servers, internet-based registration systems, marketing promotions and tracking.

The ideal candidate will be a resourceful team player who thrives in an environment requiring the ability to effectively prioritize and juggle multiple concurrent projects and deadlines. Candidates will be personable and professional; whose strengths include an ability to build rapport and communicate effectively with internal and external customers. Strong candidates will display exemplary planning and organizational skills with a high degree of attention to detail and work with minimal supervision. The selected candidate will need to deal with openness to new ideas and concepts, and work cooperatively in a group setting.

This position is represented by the Lake Oswego Municipal Employees' Association and is also subject to mandatory participation in electronic funds transfer (EFT) for payment of net wages (i.e., Direct Deposit or PayCard).

For a complete list of the essential duties, knowledge, skills and abilities required, and physical and mental demands please review the complete job description at https://www.ci.oswego.or.us/hr.

Application Process: You may visit our web site at www.ci.oswego.or.us to access the online application process. Resumes will not be accepted in lieu of a completed job application. The City application must be submitted to by: Friday, January 10th, 2025 at 5:00 pm.

The City of Lake Oswego is committed to fostering a workplace where new ideas and diverse perspectives are valued. This involves hiring a workforce that reflects a variety of skills, expertise, and life experience, including those who may come from a non-traditional background. We will consider any equivalent combination of knowledge, skills, education, and experience that meet the minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

The City is an Equal Opportunity Employer. All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, marital status, familial status, gender identity and expression, sexual orientation, disability, any other consideration made unlawful under any federal, state, or local law.

As part of our commitment, The City of Lake Oswego will ensure that persons with disabilities are offered reasonable accommodations. Please email your accommodation request to hr@lakeoswego.city before the application deadline.