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Administrative Specialist 1 (Clackamas Water Environment Services)

Clackamas County

Job ID: 107436

Location: Oregon City, Oregon

Full/Part Time: Full Time

Regular/Temporary:Regular

CLACKAMAS COUNTY CORE VALUES

Clackamas County employees work to serve the public and enrich our community. In that spirit, we pledge to hold ourselves to these standards at all times in our interactions with customers and one another:

• Service
• Professionalism
• Integrity
• Respect
• Individual accountability
• Trust

By incorporating these values into our daily routines, we can better serve our customers, ourselves and our projects. We're always looking to improve. That's the Clackamas County SPIRIT.

https://www.clackamas.us/countyadmin/spirit

Clackamas County is committed to building a community where people thrive, have a sense of safety, connection, and belonging, so that everyone is honored and celebrated for the richness in diversity they bring. We encourage applicants of diverse backgrounds and lived experience to apply.

CLOSE DATE

This Job Posting closes at 11:59 p.m. (Pacific Time) on Wednesday, May 1, 2024.

PAY AND BENEFITS

Annual Pay Range: $54,885.40 - $69,321.74

Hourly Pay Range: $26.387212 - $33.327760

Salary offers will be made within the posted pay range and will be based on a candidate's experience (paid or unpaid) that is directly relevant to the position.

Clackamas County proudly offers an attractive compensation and benefits package, including competitive wages, cost-of-living adjustments, merit increases (for eligible employees), and a robust sick and vacation plan for regular status employees.

We encourage and support employee health and wellness by offering, health and wellness classes and events, and alternative care benefits, so you can customize your wellness needs to fit your lifestyle.

Employee benefits become effective the first of the month following an employee's date of hire.

Attractive benefits package and incentives for employees in regular status positions are detailed below.

Generous paid time off package, including:

• 12 hours of vacation accrual per month

• Eligible newly hired employees will have the one-time option to frontload their first year of vacation accruals in compliance with http://dochub.clackamas.us/documents/drupal/a51ff5d3-d243-49ba-aa11-15324f4c0bf8! This means you have access to vacation time at time of hire.

• 8 hours of sick accrual per month
• 10 paid holidays and 1 personal days per year

Other Benefits:

• Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP):

• Employer-paid 6% PERS retirement contribution (The county currently pays the employee's share of the retirement contribution.)
• OPSRP members get vested after five years of contributions or when they reach age 65

• A Choice of Medical Plans that include chiropractic coverage, alternative care, vision, and prescription drug coverage
• A Choice of Dental Plans
• Robust EAP and wellness programs, including gym discounts and wellness education classes
• Longevity pay
• Other retirement Savings Options that allow for additional retirement funds savings, including an option to contribute a portion of employee earnings on a pre or post-tax basis to a 457b Deferred Compensation Plan
• A variety of additional optional benefits (see links below for additional information)

This is a Full Time County position represented by AFSCME.

https://dochub.clackamas.us/documents/drupal/0ba19b44-48f0-49be-b1a9-ee10ea543777

http://www.clackamas.us/des/benefits.html

JOB DETAILS AND QUALIFICATIONS

Clackamas Water Environment Services (WES) is looking to hire an Administrative Specialist 1 to join their administrative support team. This position will be primarily located at the Clackamas County Development Services Building in Oregon City with a hybrid telework option. The Administrative Specialist 1 plays a key role in ensuring smooth delivery of administrative support services, operations, and communications.

WES is searching for a motivated, enthusiastic, organized, detail-oriented and customer service focused individual. The main focus of this position will be performing and coordinating various administrative projects and assignments for WES and assigned programs including Administrative Services, Finance, and WES Management. The Administrative Specialist 1 will develop, recommend, and implement administrative and office management policies and procedures, compile data and research, perform voucher processing for accounts payable and reimbursements, and provide occasional backup coverage to WES Customer Service with front lobby reception and phones.

Building a resilient clean water future where all people benefit and rivers thrive is our job. We do this by providing wastewater services, stormwater management, and environmental education. Our agency is committed to building a highly skilled collaborative team that values protecting public health, environmental stewardship, responsive customer service and teamwork. We're on the search for experienced individuals who place a high value on the one water we all share.

Required Minimum Qualifications/ Transferrable Skills:*

• A minimum of one (1) year of relevant experience that would provide the required knowledge and skills to perform the responsibilities of this position
• A minimum of one (1) year of experience providing services to customers in a positive and timely manner, both in person and over the phone
• Experience reviewing and processing payment vouchers, accounts payables, and reimbursements
• Experience providing project and program support and assistance
• Proficiency and skill in Microsoft Office Suite (Outlook, Word, Excel, etc.) and Adobe Acrobat programs
• Driving may be necessary for County business. For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license. Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation. For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment. http://dochub.clackamas.us/documents/drupal/828106a0-265a-47cc-a3a6-0a2c8b028673

Preferred Special Qualifications/ Transferrable Skills:*

• Advanced proficiency and skill in Microsoft Office Suite (Outlook, Word, Excel, etc.) and Adobe Acrobat programs including implementing mail merge, table of contents, bookmarking, hyperlinking to other documents, managing tables, implementing macros, creating pivot tables, using advanced Excel formulas, using conditional formatting to make documents easier to read, and processing documents with Adobe DC for signatures
• Experience with various committee member and/or chair experience
• Experience with low income programs
• Experience with event planning and coordination

*For Veterans qualified for Veteran's Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position.

TYPICAL TASKS

Duties may include but are not limited to the following:

• Provide support to short- and long-term department/division/program projects utilizing a hybrid of pooled and assigned program model. Schedule, prepare, and may facilitate meetings for the WES department and workgroups as needed. This includes creating links for and providing technical troubleshooting for virtual and hybrid meetings. Coordinate workflow and activities between County divisions, departments, and outside agencies as needed. Including working with Department of Transportation and Development (DTD) to submit annual reports to Department of Environmental Quality (DEQ).
• Compile data and prepare regular and periodic reports to assist in the evaluation of operations and services and document compliance for programs like the Low Income Discount, Low Income Household Water Assistance, and WES Safety Incentive programs. Conduct surveys and research source documents. Maintain computerized databases. Compile statistical information for analysis. Review reporting requirements and technical materials. Interpret data, recognize common irregularities, and report to the supervisor.
• Assist executives, executive assistant, and administration policy analyst with administrative and project needs. Provide regular independent administrative support to the Finance Manager and staff, and Customer Service Program and reception, as well as other managers and workgroups as needed to coordinate workflow. Prepare, compile, or edit reports and other materials for use in operational planning and processes, and public meetings. Manages calendars and scheduling of various appointments, meetings, travel, and conferences.
• Provide centralized response to customer service issues and information regarding assistance programs. Clarify, resolve, and/or assign public inquiries and complaints to appropriate personnel for resolution. Provide information and prepare, update, and edit written materials regarding department services, activities, programs, projects, and personnel. Interpret relevant policies, procedures, laws, and regulations. Communicate to the public by shared email inbox, phone, and in-person.
• Process vouchers and contract payment releases for accounts payables, billings, and reimbursements. Review and verify fiscal reports and budgets for accuracy. Investigate and correct errors to ensure compliance with established contracts, accounts, procedures, and policies. Use basic math to perform computations. Manage and reconcile procurement cards for self, WES executives, managers, and staff. Maintain inventory of office supplies. Act as liaison to vendors in researching purchase options and resolving problems.
• Track and update credentialing or re-credentialing, certifications, memberships, and licenses for staff. Coordinate and facilitate process for management and staff training and travel. Plan, prepare, and present at workshops for agency staff, clients, or the public. Assists staff in locating necessary resources for programs or policies and procedures.
• Provide support to internal advisory and operating committees including the Events and Recognition Committee, and may provide support for external public committees. Coordinate meeting schedules, agendas, meeting materials, and record meeting minutes. Assist compiling staff, budget, and planning reports, correspondence, and research papers, and reviewing for completeness, formatting, and accuracy. This includes adding table of contents, bookmarks, and hyperlinking.
• Establish, revise, and recommend administrative, office, general fiscal procedures and safety, systems, and workflow processes. Monitor activities to ensure conformance with adopted department/division work plans. Research and report on existing methods and recommend improvements to practices and procedures, and coordinate department/division functions. Develop and maintain operating or procedure manuals and training materials.
• Intermediate support with Microsoft applications such as Word, Outlook, Excel, and Adobe Acrobat. Implement mail merges, table of contents, bookmarking, hyperlinking, manage tables, utilizing Excel formulas, and using conditional formatting to make documents easier to read. Route and track necessary documents for signature, typically through Adobe DC. Provide staff with office equipment support for document copies, scanning, faxing, etc.

WORK SCHEDULE

This position works 40 hours during a standard workweek of Monday through Friday, from 7:30 am - 4:00 pm:

• Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended.
• This position is eligible for hybrid on-site/telework subject to the https://dochub.clackamas.us/documents/drupal/9065b5fb-2237-47ce-9534-e7c8c40fc2bc and based on the Department's business needs. The exact amount of on-site/telework and schedule will be discussed with the hiring manager during time of offer. Telework locations cannot be located outside of Oregon or Washington. Washington residents must perform 50% of their time on-site at Clackamas County.

EXPLORE CLACKAMAS COUNTY

Clackamas County is in a prime location in the Portland, Oregon metropolitan area and is recognized nationally as one of the most livable areas in the United States. Located on the southern edge of the City of Portland and extending to the top of Mt. Hood, Clackamas County is part of a thriving region in the Northwest. It has a population of about 420,000 residents.

http://www.clackamas.us/

http://www.clackamas.us/onboarding/

https://www.mthoodterritory.com/

ABOUT THE DEPARTMENT

Clackamas Water Environment Services produces clean water and protects water quality for more than 190,000 people living and working in Clackamas County. We operate and maintain five resource recovery facilities, 23 pumping stations and hundreds of miles of pipes.

Each year, we clean more than seven billion gallons of water which we recover and turn into natural energy and fertilizer. We also help reduce pollution in local rivers, streams, and wetlands caused by surface and stormwater runoff, the number one source of water pollution in Oregon.

https://www.clackamas.us/wes

APPLICATION PROCESS

Clackamas County only accepts online applications.

Help With Your Application:

https://dochub.clackamas.us/documents/drupal/6b3147a3-bf84-4f52-8238-64a37e936b4f

https://www.clackamas.us/jobs#helpwiththeapplication

If you have any questions or issues you may contact the Department of Human Resources at 503-655-8459 or mailto:jobs@co.clackamas.or.us?subject=Application%20Materials%20Question. Our office hours are Monday - Thursday 7:00 a.m. - 6:00 p.m. Pacific Time (closed on Fridays).

HOW TO CLAIM VETERAN'S PREFERENCE

https://www.clackamas.us/des/jobs.html

https://dochub.clackamas.us/documents/drupal/a67ee11c-861c-4126-aa5a-4dec6174f6eb

VISA SPONSORSHIP

Clackamas County does not offer visa sponsorships. Once a job applicant has accepted a position, they will be required to complete an I-9 and confirm authorization to work in the United States prior to their first day.

EQUAL EMPLOYMENT OPPORTUNITY

Clackamas County is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the Department of Human Resources prior to the recruitment close date. You may request an accommodation during the online application process.

RECRUITING QUESTIONS?

Kelly Schaefer, Recruiter
mailto:KSchaefer@clackamas.us?subject=RECRUITMENT%20QUESTIONS

To apply, visit https://apptrkr.com/5207048

https://www.jobelephant.com/

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