Office Assistant I

The City of Port Orchard is looking for individuals who want to make a difference for the community. The City’s mission of Realizing Our Community Potential means employees work toward a common goal of providing a desirable, thriving and connected community through transparency, accountability, growth and opportunities. If you value Service, Engagement, and Integrity in your work, we are looking for you! Compensation Pays $27.75 to $32.19 per hour. This position is eligible for bilingual pay, which would increase the base pay by 2% for a range of $28.31 to $32.83. Benefits Benefits include medical, dental, vision, and life insurance. HRA VEBA account may also be provided. Retirement benefits include a choice between PERS 2 or 3 and optional Deferred Compensation. The City recognizes 11 paid holidays and provides up to 2 personal holidays annually. Vacation leave is accrued at 0.0385 hours per straight time hour paid in the first 2 years of employment, with increases thereafter. Employees earn 0.0462 hours of sick leave per regular straight-time hour paid. More benefit details are available by clicking on the "Benefits" tab of this job posting. Major Function and Purpose This is an entry-level position that performs a range of clerical, customer service, and reception duties as needed to keep the Public Works Department operating efficiently. General Function The Office Assistant I provides assistance in the areas of administrative support services, records management, risk management, purchasing, and data entry to support the Public Works Department. Supervision Responsibilities This position has no supervisory responsibilities. May assist other staff in assigning and reviewing work of interns or volunteers. Job Duties and Responsibilities Greet visitors and receive and route incoming telephone calls for the department. Receive, log, and/or resolve citizen concerns and complaints. Coordinate the use of the Active Club by maintaining the monthly calendar, distributing and monitoring keys, and creating reservations. Perform routine office and clerical duties such as making copies, scanning, faxing, filing, proofreading, and sorting records. Accurately interpret, enter, and update various data and information in computer databases and multiple software application programs. Produce written documents using established format for letters, memos, labels, agendas, notices, reports, and other correspondence. Retrieve, open, stamp, sort, and distribute incoming, inter-office, and outgoing mail and packages. Accept and process bids, Requests for Qualifications (RFQs) and Requests for Proposals (RFPs). Assist with scheduling appointments, meetings, or reservations of various City facilities for staff and external requestors. Aid in setting up meeting rooms and providing appropriate meeting supplies and materials. Accurately take meeting notes and prepare written meeting minutes as needed. Assist with organizing and maintaining various filing and tracking systems to aid in department compliance with programs such as water inventory, quality and efficiency reports, water and sewer availability letters, water and sewer work orders, latecomer’s agreements, developer extension agreements, and bills of sale. Aid with developing and documenting office procedures, filing, and tracking systems. Assist with compliance efforts as directed. Assist with cross-connection and grease trap programs. Use mail merge function of software for sending letters and notifications. Research and submit documents for public record requests. Aid with tracking, scanning, and filing public record responses. Order and maintain office supplies for the department, including contacting maintenance and repair vendors when needed. Provide support as needed for the annual STEP Pumping and STEP Conversion Program and for the Stormwater Program Coordinator for inspections as needed. Assist with inventory tracking and asset management. Assist with accounting functions which may include: coordinating orders, receiving and reconciling orders and purchases; monitoring use for various credit and purchasing accounts; forwarding invoices to accounting for payment. Assist with administrative support and research as requested or directed by the Public Works Director. Aid with completion of special projects as assigned to support department goals. Perform duties of Office Assistant II during times of absence. Reliable and regular attendance is required. Other duties as assigned. Contacts and Relationships This position has extensive contact, both over the phone and in person, with the public and members of other departments and agencies. Working Conditions Work is performed in an office environment. Repeated interruption of the work routine is typical. The work area can be noisy and characterized by high traffic. The Office Assistant I will be required to answer telephones and operate computers and other office equipment. Knowledge, Skills and Abilities Knowledge of routine office procedures, including the use of office equipment and multi-line telephones; data entry; Microsoft Word, Excel, Outlook, and Teams; Zoom; and Adobe suite. Ability to communicate effectively and courteously in person and via telephone; format and type letters, memos, forms, labels, agendas, notices, reports, or other correspondence; proof correspondence and related documents; provide excellent customer service; and maintain effective working relationships. Physical Requirements Must be able to discern voice conversation both via telephone and in person and have hand-eye coordination sufficient to operate computers and other office equipment. Must have the ability to produce legible handwritten documents. May be required to lift and/or carry up to twenty-five (25) pounds. Minimum Requirements High School Diploma or GED and one (1) year of experience in an office setting are required. Valid driver’s license required upon hire. Out of state candidates are required to obtain a WA state driver’s license in accordance with state law. Any combination of experience and training that provides the desired skills, knowledge and abilities may be considered. Benefits Package Benefits described in detail above. Benefit Components Medical Insurance: Employees have a choice between four medical plans for themselves and eligible dependents: Association of Washington Cities (AWC) HealthFirst 250 (Regence), Regence High Deductible Plan, Kaiser Permanente $20 copay/200 deductible plan, or Kaiser Permanente High Deductible Plan. Employees pay 10% of the cost of the monthly premium on the HealthFirst 250 or Kaiser 20/200 plans. The City pays the full cost of the high deductible plan options. Rates are available upon request. Medical insurance is effective the first of the month following date of hire provided that at least 40 hours are worked in the month of hire. Dental Insurance: Dental insurance for the employee and eligible family members is provided through the Association of Washington Cities (AWC) with a choice between Delta Dental Plan F or Willamette Dental $15 Copay plan. The City pays 100% of dental insurance premiums. Dental benefits are effective the first of the month following date of hire provided at least 40 hours were worked in the month of hire. Both plan options include an orthodontia plan for children. Vision Insurance: Vision insurance for the employee and eligible family members is provided through the Association of Washington Cities (AWC) Vision Services Plan (VSP). The City pays 100% of vision insurance premiums. Vision benefits are effective the first of the month following date of hire provided at least 40 hours are worked in the month of hire. Life Insurance: The City provides a $50,000 life insurance and $50,000 accidental death and dismemberment policy for the employee. HRA: The City of Port Orchard may pay into an HRA VEBA account, depending upon the insurance plan selected and the number of family members insured. The account is available to use for qualified health care expenses of the employee and eligible dependents while employed and upon separation of employment. Some departments have elected to make an additional monthly contribution. All employees in those departments must participate. Vacation Leave: Full-time employees earn 80 hours during their first year of employment and increase thereafter based on additional years of service in accordance with City policy, up to a maximum of 240 hours. Sick Leave: Employees earn 8 hours of sick leave for each calendar month of employment up to a maximum accrual of 960 hours. Holidays: The City of Port Orchard recognizes 11 holidays and provides for up to two personal holidays. Retirement: The City of Port Orchard is a participant in the Washington State Retirement System. New employees may choose between PERS Plan 2 and PERS Plan 3. Plan 2: Provides a defined benefit. Currently employees contribute 5.38% of their pay to the retirement plan. Employees are vested after 60 qualifying months. Plan 3: Provides a combination defined benefit and defined contribution benefit. Employees choosing Plan 3 elect to contribute between 5 and 15% of their pay. Employees generally vest in the defined benefit portion after 120 qualifying months. Deferred Compensation Plan: The City participates in the Washington State Deferred Compensation Program (457 plan) or DCP. DCP allows employees to defer a portion of their paycheck for investment for retirement similar to a 401(k). Working Hours: Regular work hours are Monday-Friday 8:00 a.m. to 4:30 p.m. Evening, weekend and overtime work may be required. Probation: New employees serve a 12-month probationary period. Social Security: The City of Port Orchard participates in Social Security. Direct Payroll Deposit: The City of Port Orchard requires paychecks to be directly deposited into a bank account of your choosing. Legal Statement Requirements outlined in this job description may be subject to modification to reasonably accommodate individuals with disabilities who are otherwise qualified for employment in this position. However, some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. This job description does not constitute an employment agreement between the Employer and employee and is subject to change as the needs of the Employer and requirements of the job change. #J-18808-Ljbffr