This position is open from Wednesday, April 16 until filled. Applications must be received by 11:59 pm on Sunday, May 4, 2025 to be considered for the first review.

The Urban Flood Safety & Water Quality District is seeking an Office Specialist to perform administrative support tasks on site at our District Office. The position will be primarily responsible for providing front desk and reception duties and providing administrative and clerical support to managers and other staff members.

The position is full time, non-exempt. While there may be occasional opportunities for remote work, this position will primarily work on site at the district office. The position reports to the Policy and Administration Manager.

Front Desk & Reception Duties

• On Site front desk reception, phone, and gate monitoring – receive packages, provide customer service to visitors, and answers/directs calls.
• Manages common office areas, including meeting and break rooms, and provide support for use of those rooms including meeting planning and setup.

General Onsite Office Management

• Orders office and shop supplies, both by specific request from other staff and routine regular ordering to ensure supplies are available
• Management of Breakroom, including ordering of supplies and equipment maintenance and purchasing. Lead for shared duties such as emptying dishwasher, organizing cabinets, ensuring space is tidy.
• Support for onsite meetings and events, including coordination and support of conference room use, room set up, food/supply ordering, and minor tech support.

Administrative support

• Provide administrative support for district staff, including support for on-site meetings, clerical tasks such as typing, running errands, driving, and data entry.
• Provide direct support for engineering and operations staff on specific tasks such as scheduling, coding receipts and invoices, and meeting support.
• Provide clerical and scheduling support for executive team members, including scheduling and calendar management.
• Develop systems and processes for logging and tracking certifications and training for operations team members.
• Provide clerical support for safety and other staff committees and internal meetings.

It is the duty of all employees to: Perform other duties as assigned;

• Strive to achieve the Mission, Vision, and Values of the organization;
• 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 UFSWQD; 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, Outlook)
• Basic internet usage and search skills

Ability to:

• Learn quickly, collaborate effectively, and adapt quickly in a fast-paced environment.
• Organize and prioritize.
• Work collaboratively with staff and other stakeholders.
• Ability to recognize deviation from standard procedure and/or accepted practice and to seek guidance when deviations occur.
• Use initiative and independent judgement within established guidelines
• Attend work on time.
• Communicate effectively, in a customer service environment, both in writing and in person. Operating company vehicles for errands, transportation, and deliveries

Education, Experience, and Special Requirements:

• Valid state driver’s license
• High school diploma or equivalent
• 1-2 years of general administrative experience, including a high level of customer service

Preferred skills & qualifications:

• Associate's degree in business administration, communications, or related fields
• Experience in a professional office setting
• Experience in roles requiring managing competing priorities and anticipating needs of a variety of stakeholders

Working Environment: This position works on-site, with opportunity for occasional remote work, as approved by manager. UFSWQD reserves the right to change the remote work policy. Hours may vary but should fall between 7:00 am and 5:00 pm. However, there are projects that may require time in the field. Employees are required to utilize the appropriate PPE for their time in the field. During flood fighting season, October 15th – May 15th, employees may be asked to perform levee and drainage inspections or serve in some capacity within the district’s Incident Management Team during emergencies.

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 UFSWQD 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.