FULL-TIME ADMINISTRATIVE PROFESSIONAL

Job Type: Full-Time 40 hours per week

Community Services & Public Safety

Community Services

The City of Happy Valley is looking for an energetic individual that has pride in providing excellent service to residents and visitors. This position is the primary reception point for City Hall and requires someone to adapt to ever-changing customer needs. The schedule is Monday- Friday 8am- 5pm with potential opportunity to assist with City events outside of these hours.

Our residents take great pride in the community and come together throughout the years at an annual Fun Run, summer concert series, 4th of July Festival, Harvest Fest, Tree lighting and many other community-driven events. As the community grows, we're building a city where family-friendly neighborhoods meet a world-class economy. Happy Valley's business community is rapidly emerging, creating vibrant centers throughout town.

Once a small community as recently as the early 2000s, the City has rapidly developed toward being a medium-sized City for the Clackamas County area and there is a lot of change happening in the community and in our organization. We maintain a current technological platform for our staff to provide the most efficient services to our residents and business owners.

Come and join us as we serve this great community together!

Under close supervision, performs a variety of routine administrative support tasks for the Community Services Department. Supports the daily operation of the public reception area and passport services. Interacts with internal customers, external customers; performs reception duties, clerical work and paper and electronic file maintenance and performs related duties as assigned.

The Administrative Assistant I position is distinguished from the Administrative Assistant II position by the level of complexity of tasks. The Administrative Assistant II performs work with general supervision.

The Administrative Assistant I position will perform typical office functions such as answering telephones, photocopying, filing, preparing documents and correspondence, and maintaining database information. The Administrative Assistant I position will communicate effectively with the public on a variety of City topics.

Receives and screens visitors and telephone calls, use of sound independent judgment; responds to requests for information and complaints from customers and the public, refers the request or complaint to appropriate staff; provides occasional administrative assistance for special events.

Acts as a passport agent to assist the public in completing the passport application process. Process associated passport application fees.

Performs a variety of basic administrative support to Community Services including data entry, drafting correspondence, creating and maintaining mailing and contact lists.

Receives and process applications for City dog licenses, alarm permits, business licenses, burn permits and tree permits.

Tracks, orders, and disburses office equipment and other supplies.

Maintain a positive public relationship with customers and be responsive to their needs.

Explains proper methods for completion of passport applications, dog licenses, alarm permits, business licensees, burn permits and tree permits, reviews online applications and correspondence for accuracy and completeness.

Assist and support the City to identify and provide services to all members of the community and remove barriers to those services.

Office administrative practices and procedures, including recordkeeping and filing practices and procedures.

proper English usage, including spelling, grammar, and punctuation.

Ability to become knowledgeable concerning City organization, rules, policies, and procedures.

Computer equipment and uses of Microsoft products, ZOOM, Microsoft Teams, word processing, spreadsheet, graphics, database, and other software.

Techniques for providing a high level of customer service to public and City staff, in person, in writing and over the telephone.

Passport policies, procedures, and legal requirements relating to area(s) of assignment, or ability to learn within a reasonable required timeframe.

Regulations, statutes, procedures, and policies as applicable to assigned City operations, or ability to learn within a reasonable required timeframe.

Clearly and accurately interpret documents, policies, and procedures.

Effectively communicate accurate information both orally and in writing.

Make decisions based on regulations and established policies and procedures.

Operate a computer and Microsoft products software and other standard office equipment.

Compose correspondence, prepare documents, and complete tasks from brief instructions.

Comprehend and use English effectively including producing all forms of communication in a clear, concise, and understandable manner to intended audiences.

Training and Experience:

A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or G.and one year of increasingly responsible office administrative, reception or secretarial experience; or an equivalent combination of training and experience.

Requires Microsoft Office proficiency.

Passport Acceptance Agent within 30 days of hire. S. Citizen.

Occasional travel to attend meetings and pick up and deliver supplies.

Works primarily in an office or reception area environment.

Occasionally lifts and moves heavy boxes of materials or supplies weighing up to 30 pounds.

Manual dexterity and coordination are required over 90% of the work period while operating equipment such as computers, telephones, and other standard office equipment.

Reasonable accommodations will be evaluated on an individual basis and depend, in part, on the specific requirement for the job, the limitations related to disability and the ability of the City to accommodate the limitation.

To be considered for this employment opportunity complete the online application and submit: Any offer of employment would be contingent upon a criminal background check, driving record check and positive references. The City of Happy Valley provides Veteran's Preference to those candidates that identify themselves as a Veteran of the United States Armed Forces and provides a legible copy of their DD214 or DD215, and Veteran Affairs letter of disability if applicable, with their application materials.

Full-Time Employee Benefit Package Full family medical, vision, and dental coverage, with an employee cost share of only 5% of the monthly premium. Employees are provided options for medical and dental plans.

Long-term disability up to 50% or $5,000/month.

Life insurance in the amount of $50, 000 and the ability to purchase up to $300,000 under a group rate.

Comp Banks, giving employees the ability to earn time off in lieu of overtime pay.

12 paid holidays.

Monthly gym membership to a local gym or monthly fitness stipend.

Employee Assistance Program

Cell phone stipend for positions that require the use of a cell phone.

Annual/Bi-Annual Boot & Raingear allowance for positions that require the regular use of protective footgear or raingear.

Ongoing training and career development course provided upon request.

Several voluntary employee benefits available (FSA accounts, Short term disability, Identity Protection, Hospital Indemnity, Accident Insurance, Critical Illness Insurance, Legal Shield, etc.)

What languages do you speak fluently?

What languages do you write fluently?