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Position Summary
Perform a wide variety of complex clerical, administrative support, and customer service duties in alignment with established City policies and practices to assist and support department staff and community members. May make recommendations for budgetary decisions, assign work to other administrative staff, assist with policy and procedure development, and administer contracts. Accomplish tasks independently and handle non-routine responsibilities with minimal amount of supervision. Compile information and make recommendations on policies and procedures. These tasks are illustrative only and may include other related duties.
Additional Information: Full-Time, 40 hours per week, AFSCME-represented position, 12-Month Probationary Period
Please see our website for a complete position description, including essential functions and requirements.
We’re Hiring – City of Corvallis Video
https://vimeo.com/649691898
Essential Functions
Compiles information provided by others to develop budgets for multiple divisions, a department, or a fund.May develop some line item amounts or forecast and develop a budget for a workgroup; analyze, and make recommendations to management. Compiles and reviews information provided by others into cash flow statements for a division or department.
May monitor budget for a work group or division, recommend action to resolve issues or discrepancies.Develop and maintain spreadsheets. Provides backup for accounting and data entry duties. Reviews work of others, corrects financial processing errors.
Coordinates contract processes, compiles bid information and performs cost analysis.Acts as Department representative on existing contract requirements. Compiles contract reports for submission to managers and project managers, reviews reports for compliance, and recommends payments. Processes change orders, task orders, and award letters as needed. Assesses, tracks and identifies key City needs for long-term contracts. May act as liaison to contractors.
Composes contracts and requests for proposal for tangible goods, technical and professional services and construction projects following City contract specifications and City purchasing procedures.Recommends modifications to accommodate regulatory, legislative, industry or City standards; seeks legal advice when appropriate. Organizes, maintains, and electronically tracks all contracts, renewal/expiration dates, and related documents. Provides training on contract requirements including sustainable purchasing goals to project managers.
May schedule, train, or assign work to other administrative or seasonal staff.Reviews work and communicates corrections to employees. May provide input to performance evaluations.
Responds to community member complaints. Resolves, initiates action, and conveys results to community members. Responds to requests from other agencies.
Delivers excellent customer service to diverse audiences. Assists with various customer service duties such as responding to other department or agency requests, assisting walk-in customers, answering phones, issuing parking permits, bulk water keys, and temporary hydrant meters. Maintains a positive customer service demeanor and delivers service in a respectful and patient manner.
Researches, analyzes, writes technical, confidential, and complex reports; makes written recommendations to manager on department-wide issues.Organizes, creates, and composes materials sent to the general public that represent official City information.
Performs routine and non-routine clerical duties such as word processing/typing, clerical review. May assist with clerical training, proofing, editing, and review of clerical work. Assists with the performance of departmental administrative support duties such as web page maintenance, timesheet processing, receipt and processing of mail, and calendar maintenance.
Assists with, recommends changes, and composes policies/procedures.
May assist the department with emergency response efforts by answering phones quickly and efficiently, recording accurate information about the situation, forwarding calls appropriately, and providing an appropriate level of information to callers regarding the status of an event.
Conforms with all safety rules and practices, and performs work in a safe manner.Maintains job-site safety for co-workers and minimizes hazardous conditions.
Performs as a member of a team, assisting with development of work group goals and objectives, and contributing to the achievement of goals and objectives.Maintains effective work relationships.
Complies with all Administrative Policies.Performs work in accordance with Council Policies and Municipal Code sections applicable to the position.
Serves on internal committees when required.
Arrives to work, meetings, and other work-related functions on time and maintains regular job attendance.
Performs other related support duties including those of any classifications below Staff Assistant if necessary.
Qualifications and Skills
Education and Experience
High school diploma, or equivalent. Education in Business, Political Science, Management, or related field required. Education or training in contract administration preferred. Two or four-year degree preferred, in addition to the required experience below.
Three years increasingly responsible administrative experience.Two years of the required experience must be in procurement and contract administration.
Experience writing complex and technical reports, contracts and legal documents is required.
Training and/or experience in budgetary and financial reporting is preferred.
Knowledge, Skills and Abilities
Demonstrated excellent analytical, communication, interpersonal, technical writing, research and organizational skills.
Ability to research, summarize, and interpret data.
Ability to follow procedures, coordinate detailed assignments, prioritize daily tasks and meet management deadlines.
Demonstrated accurate clerical skills in typing/word processing, proof reading and editing, filing, ten-key, and operating office equipment.
Ability to maintain manual and computerized filing and record-keeping systems.
Proficient use of business English, spelling, punctuation, and grammar, basic math, and advanced bookkeeping terms and concepts.
Ability to use a computer for extended periods of time to perform the essential functions of the position.Demonstrated knowledge of or ability to learn office and department specific computer hardware and software used by position (word processor, e-mail, electronic calendar, spreadsheet, database, web, etc.).
Ability to get along with coworkers and the general public, and maintain effective working relationships. Effective interpersonal, customer service, communication and telephone skills. Well-developed problem-solving skills. Ability to resolve public inquires and complaints by telephone, e-mail, and in person.
Ability to meet deadlines while prioritizing multiple duties and projects around set time constraints, perform routine duties independently, and to work with frequent interruptions.
Ability to learn the Public Works service area citywide resources by the end of the probationary period.
Ability to maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information.
Ability to understand operational rules and general instructions. Discern and apply procedures to situations as encountered within established guidelines.
Special Requirements
Demonstrable commitment to sustainability principles in the performance of work.
Demonstrable commitment to promoting and enhancing diversity.
The individual shall not pose a direct threat to the health or safety of the individual or others in the workplace.
How to Apply
Qualified applicants must submit an online application located on the City of Corvallis website (click on “Apply” above). Position is open until filled. Applications received by 5:00pm on January 14, 2022, will be considered with the first review. Applicants are encouraged to include a cover letter and resume with the online application; however, resumes will not be accepted in lieu of a completed online application. Late or incomplete applications will not be accepted/considered.
An Affirmative Action/Equal Opportunity Employer in Compliance with ADA.
