Office Specialist II Public Works

Perform a variety of moderately difficult to complex administrative support activities to contribute to efficient office operations in Public Works. Requires a thorough understanding of department and City programs and procedures. The OSII is distinguished from the OSIII classification by the responsibility to perform less complex and comprehensive administrative support duties. Supervisory Responsibilities Provide customer service for assigned department. Positively and respectfully greet visitors and answer telephone, determine nature of visit/call, direct to appropriate person, or take and relay messages in absence or preoccupation of department personnel. Respond to routine, non- routine and technical questions from internal and external customers. Schedule appointments, meetings, and venues. Maintain office schedules, calendars, and related organizational processes. Provide administrative meeting support as needed. Assist with requests for utility information in the City’s right-of-way. Ability to create routine and non-routine letters, memos, and other material from rough draft and/or verbal instructions. Proofread, review for grammar, and edit documents as necessary. Examine documents for completeness and accuracy. Post/email notices for street closures. Distribute information related to public works as needed. Act as the first point of contact for public works department and requests for information. Coordinate with other City staff and departments to disseminate or share information and resolve issues. Take calls regarding potential hazards or risk management issues in the City from the public, utilities, other agencies or staff members. Provide information regarding costs for labor and materials as needed to repair/replace City property. Create invoices for damages as requested. Communicate with supervisor, lead workers, and risk manager to assist with resolution. Coordinate, submit and assist with work order processing for fleet and facilities. Keep records and retrieve data as needed for requested and completed work. Create templates, presentation materials, charts, and graphics. Develop and maintain databases for tracking departmental/program information; create reports as needed. Prepare information packets for use within the department. Compile information and reference materials for supervisor, or as requested by the public, which may require selecting appropriate data from various sources, and preparing summaries and reports as requested. Enter data into computer system from a variety of documents. Input employee daily timesheet logs for monthly reports. Track requested locates. Produce reports as needed. Transcribe, compose, type, and edit a variety of minutes, correspondence, reports, memos and other material. Prepare and post public meeting notices. Coordinate materials for distribution. Work with information technology to coordinate department information on City website. Perform a variety of routine administrative activities, such as photocopying, mail, faxing, filing, sorting documents, etc. Process and distribute incoming and outgoing mail. Develop contact, mailing or group distribution lists for outreach efforts and coordinate mailings or e-distribution. Troubleshoot and maintain the copier and other office equipment as needed. Provide notary services as needed. Track, order and maintain office supplies. Initiate and process work orders, purchase orders, etc. Maintain files and records to ensure easy retrieval, safety and integrity of files and records, in accordance with established retention guidelines. Maintain cooperative working relationships with City staff, other organizations, and the general public. Follow all safety rules and procedures for work areas. Accept and receipt payments, coordinate department specific processes. Perform additional duties as assigned Competency Profile The individual in this position is expected to possess or acquire: General knowledge of office practices and procedures, business English, word processing and spreadsheet software, clerical practices, research methods, report composition and preparation techniques. Ability to operate general office equipment Must have good working knowledge of Microsoft Word and Excel Minimum Qualifications High School Diploma or General Equivalency Diploma (GED) Three years of general office experience Or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties. Must have a Notary certification or ability to obtain within six months. Preferred Qualifications Knowledge of municipal government functional areas Mental effort Usually, normal concentration and deadlines with occasional periods of sustained deadline pressure. Physical effort Minimal: The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items, such as papers, laptop bag, or small parts; or driving an automobile. No special physical demands are required to perform the work. Work environment Everyday Risks/Discomforts: require normal safety precautions typical of such places as offices, meeting and training rooms, e.g., use of safe work practices with office equipment and avoidance of trips and falls. The work area is adequately lighted, heated, and ventilated. Travel requirements Travel is generally not required. Hours required Rarely works outside of scheduled hours. Additional Information: Final candidates will be subject to a criminal background check and reference checks as part of the contingent employment offer process. Certain positions at the City of Canby will also require a drug screen. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 verification process confirming authorization to work in the United States. The City of Canby is an equal opportunity employer. Applicants with disabilities who need a reasonable accommodation to participate in the recruitment and/or selection process should contact Human Resources. The City of Canby prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at the City of Canby are based on business needs, job requirements, and individual qualifications, without regard to race, color, age, religion or belief, gender, sexual orientation, ability, family or parental status, or any other status protected by state and federal law. We do not tolerate discrimination or harassment based on any of these characteristics. Reasonable AccommodationStatement: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform. Veteran's Preference Statement Applicants are eligible to use Veteran's Preference when applying. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application. DOCUMENTS REQUIRED: MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) – OR – Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension. Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs. You can request copies of your military service record through the National Archives website at: For information regarding Veteran's Preference qualifications, visit the following website: #J-18808-Ljbffr City of Canby