The City of Cannon Beach is seeking qualified applicants for the position of Administrative Assistant. The position is a permanent full-time position. Work hours generally are 8:00 a.m. to 5:00 p.m., Monday through Friday; occasional evening meeting attendance may be required; excellent benefits; pay scale $25.59 - $32.66/hr. This position is within a represented bargaining unit (Union).
General Summary
Under general supervision, the positions in this class perform a full range of routine to complex administrative and secretarial support for the Public Works department, or as otherwise assigned within the City. Coordinates the administrative activities of the department, program or functional area assigned.
Essential Functions
Administrative Assistants provide diverse and confidential administrative, secretarial, and support services, interact with internal and external customers, public, vendors and other individuals; may lead, direct, or supervise other clerical support staff; and performs other duties as assigned. Incumbents may participate in broad Citywide issues and interact with elected officials, representatives of industry, community, or professional groups.
Typical Duties/Examples of Work
The following duties are a representative sample of the level of responsibilities, but do not include all of the duties of a similar complexity and responsibility, which may be assigned, to a position in this class.
- Provides administrative support for various meetings, including arranging meeting locations and accommodations, development of notices or agendas, and preparation or coordination of informational materials. May prepare, organize and distribute agenda and staff report material for City Council, commissions, boards and/or other public meetings; may attend meetings to take and transcribe minutes. May also provide support services follow-up on items as requested or directed.
- May lead, direct and supervise lower level administrative/clerical staff, including prioritizing and coordinating work assignments, tasks and activities, review work for accuracy, recommend improvements in work flow, and may conduct performance evaluation, recruitment, hiring and discipline.
- Type and proofread a wide variety of regular, confidential, and/or case-sensitive reports, presentations, manuals, technical reports, memoranda, public announcements, flyers and/or statistical charts; type from rough draft, verbal instructions or transcribe machine recordings; and compose correspondence related to assigned responsibilities.
- Process applications, forms, notices, permits, billings and purchase orders. Organize and maintain files, logs, records, and related filing systems within specific program area of assignment. May conduct reviews/research and recommend action and draft findings, or prepare technical summary reports.
- Prepare and submit periodic routine subject matter reports.
- Receive and respond to in-person and telephone inquiries and requests from the public and other staff on issues or matters related to specific program area of assignment. Provides information and handles issues that may require sensitivity; conducts review or research, and refers the request or issue to appropriate staff, as applicable.
- Attends to a variety of office administrative details; develops, implements or maintains operational, administrative, program, personnel, and other policies and procedures.
- Operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain disc storage and filing.
- Operate a two-way radio to communicate with City field personnel to respond to calls for service
- Website management
Mandatory Qualifications
High School diploma or GED and three years of experience in general office practices and/or management support, including operation of computers and application of word processing, and spreadsheet programs.
Desirable Qualifications
Knowledge of municipal government practices. Experience with the use and application of database programs. Experience with bookkeeping/accounting methods and practices. Experience in leading, directing, and supervising support staff. Experience with the operation of a two-way radio.
Knowledge Required
- English grammar, spelling and usage.
- Full working knowledge of the specialized area of assignment.
- Word processing, spreadsheet, database, and presentation software.
- Office administrative and management practices and procedures, including record keeping, filing and purchasing practices and procedures.
- Working experience with the preparation of reports, presentations, records and correspondence.
- Working experience in leading, directing or supervising the work of other support staff.
Skills Required
- Organize, set priorities and exercise independent judgment and personal initiative.
- Lead, direct or supervise other staff.
- Apply extensive knowledge of advanced secretarial and administrative practices, including performing accurate filing and record keeping.
- Apply records management theories, methods, principles, and practices.
- Interpret, apply, explain and reach sound decisions in accordance with rules, regulations, agreements, policies and procedures.
- Perform a variety of duties to relieve department/division staff of technical or routine administrative detail.
- Manage and perform multiple tasks and activities.
- Communicate clearly and concisely, both in writing and orally.
- Establish and maintain effective working relationships with co-workers, customers, volunteers and citizens.
- Apply effective internal and external customer service skills.
- Use and operate general office equipment including a computer, printer, fax, copier, and transcribe machine.
- Use keyboard; utilize word-processing, spread sheet and database programs or other application software as required for the position.
Working Conditions
Work in this class is typically performed in an office environment. Typically requiring reaching fingering, grasping, talking, hearing, seeing, and repetitive motions. Also may require periods of sitting with attention to a computer keyboard and video display terminal, light lifting up to 30 pounds, reaching for files, accuracy in recording information, and frequent interruptions of work may be experienced by others seeking information in person or by phone or by changing priorities in the office. May require attendance at meetings or activities outside of normal working hours. On occasion may deal with distraught or difficult individuals.
VETERANS' PREFERENCE:
Veterans who meet the minimum qualifications for a position open for recruitment may be eligible for preference in employment under Oregon law. If you are a Qualified Veteran or Qualified Disabled Veteran and would like to be granted preference in the selection and hiring process for a specific posted job, please fill out this Veterans’ Preference Form below and provide proof of eligibility by submitting a copy of form DD-214 or 215 (copy 4). This completed form and required supporting documentation must be submitted with your application in order for consideration for Veterans’ Preference.
Application deadline: Open until filled. First review of applications will be June 3, 2022. Download an application and job description from our website: www.ci.cannon-beach.or.us/jobs. Send application, cover letter and resume to Jennifer Barrett, barrett [at] ci.cannon-beach.or.us or PO Box 368, Cannon Beach, OR 97110.