Office Assistant II - Records Management

Salary : $46,342.40 - $58,739.20 Annually Location : Tualatin, OR Job Type: Full Time Job Number: Department: Administration Division: Administration Opening Date: 10/25/2024 Closing Date: 11/11/2024 11:59 PM Pacific Summary The City of Tualatin is excited to announce the opportunity to apply for an Office Assistant position in the City Manager's Office. This rare opportunity to join a team of dedicated professionals in the City Manager's Office is for an individual who enjoys working as part of a high-functioning team, anticipates the needs of an office, enjoys attention to detail, and likes to keep things organized. We're looking for a highly-organized self-starter and customer service expert who enjoys assisting both internal and external customers. This position performs a variety of administrative support functions, but the main focus will be on records management. In addition, mail distribution and delivery, and assistance with event and meeting logistics are among the regular tasks performed. The position works in the hub of the organization, providing support for the City Manager's Office, and at times the City Council. Essential Duties and Responsibilities Although the incumbent will be responsible for the ability to perform all the Essential Duties and Responsibilities defined in the Classification Description, the majority of the time in this position on will focus on the following: Supports organizational records retention and management by digitizing historical records. This includes sorting and organizing paper files, scanning records both at a desktop and while standing, and entering metadata using Laserfiche software. Additionally, performs quality control on scanned records to ensure accuracy and completeness. Performs the mail delivery for the organization including distribution, routing, applying necessary postage to outgoing mail, and delivery to postal office. Will lift and carry bins containing assorted mail. Provides support for special events and meetings, including preparing and packing materials for the event/meeting, moving chairs and tables to set up for event/meeting, delivering food and drinks, setting up technical equipment including computer and microphones, and occasionally attending event/meeting to provide logistical or customer service support. Answers phone calls and provides customer service support to a wide variety of people, including members of the public. Ability to communicate effectively with city staff, the public, and outside agencies. Ability to recall information and complete simple information searches. Possess strong organizational skills and attention to detail. Develops systems to ensure work is complete and accurate. Ability to create and maintain good working relationships with city staff. Ability to prioritize and self-start. Qualifications Language Skills : Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Preference will be given to candidates who can speak and/or read and write Spanish. Up to a 7% differential can be achieved for Spanish fluency based upon skill and fluency levels determined through interactive and written testing. Computer Skills : To perform this job successfully, an individual should have working knowledge of word processing, spreadsheet, and database software and order processing systems. Additionally, an individual should be comfortable using an office copier/scanner/printer, postage machine, and desktop scanner. They should also be comfortable entering information into a database. Knowledge : After initial training, an individual should be familiar with Oregon Public Records Law, have a general understanding of the services provided by the City of Tualatin, and differentiate between types of documents. Other Skills and Abilities : Working knowledge of standard office practices and procedures. Working knowledge of business English, spelling, composition and punctuation. Reasonable knowledge of department rules, regulations and procedures or the ability to obtain such knowledge during a training period. Demonstrated ability to organize, file and maintain accurate records. Ability to type accurately from rough drafts. Ability to establish and maintain effective working relationships with the public and other employees. Ability to deal with upset or emotional people in a professional manner. May require or prefer specific knowledge, skill, ability or training in specific area or department of assignment. EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED) including some training in general clerical/office skills. Minimum of two years experience in general office work which would include typing, filing, copying, telephone answering, greeting the public, or related functions. Any satisfactory equivalent combination of education and experience which ensures the ability to perform the work may substitute for the above. PHYSICAL DEMANDS & WORK ENVIRONMENT: The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand and walk; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. This position will primarily be in office settings, sitting and using a computer. The employee will need to bend, lift, and carry light loads for short distances, such as boxes with paper files, bins with assorted mail, and boxes with event supplies on a weekly basis. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate. There are a wide variety of benefits available to employees represented by the Tualatin Employees Association. These benefits include: health, dental with orthodontia, vision, life insurance, voluntary life insurance plans, flexible spending accounts for health care and dependent care, an employee assistance program, and voluntary deferred compensation programs. For more information, follow the link below: 01 Select below the level of education you possess: Work experience which equates to a High School Diploma or GED High School Diploma or ged High School Diploma or GED or equivalent work experience AND technical training or certification in administrative/clerical tasks Associates Degree or equivalent in work experience (include in resume or cover letter) Bachelor's Degree or higher, or equivalent in work experience (include in resume or cover letter) None of the above applies to me 02 How much direct work experience do you have performing administrative support such as making copies, setting up rooms, scheduling, and purchasing? None Less than one year 12-23 months experience 24 or more months experience 03 How much work experience do you have performing customer service such as greeting people, answering phone calls, and responding to inquiries via email? None Less than one year 12-23 months 24 or more months 04 How much work experience do you have with records, such as filing, scanning, and entering metadata? None Less than one year 12-23 Months 24 or more months 05 What is your ability to read, write, and speak Spanish? Not Applicable Beginner - Only know a few words or phrases Moderate - Able to converse about general topics using past, present and future tense with some strained fluency. Generally understood by native/non-native speakers Fluent - Able to converse fluently about general topics using past, present and future tense. Understood by native/non-native speakers. Able to read and write simple documents correctly 06 Select from below the choice that best describes your work experience to compose, key, edit, and proofread documents Less than one year 12-35 Months More than 35 Months 07 Are you an employee or volunteer at the City of Tualatin? Yes, I am employed by the City of Tualatin Yes, I am a volunteer at the City of Tualatin No, I am not a City of Tualatin employee or volunteer 08 Do you have a valid and current State-issued drivers' license? I do not have a current drivers' license I have a valid State-issued drivers' license 09 Please describe a time when you provided excellent customer service. 10 Please describe the work environment where you received your administrative support experiences, and what types of tasks you performed. 11 Please describe your experience working with records or a records retention system. If none, write N/A. 12 Qualified Disabled Veterans - You may claim additional employment preference if you check at least one box in the section below and provide proof of eligibility by attaching BOTH of the following documents with this application:1. A copy of your DD-214 or 215, Certificate of Discharge, Copy 4, and2. A public employment preference letter from the United States Department of Veterans Affairs. To order the letter, call and request a public employment preference letter. I am entitled to disability compensation under laws administered by the United States Department of Veterans Affairs I was discharged or released from active duty for a disability incurred or aggravated in the line of duty. I was awarded the Purple Heart for wounds received in combat. I am not a disabled veteran 13 Under Oregon law, veterans who meet minimum qualifications for a position may be eligible for employment preference. If you think you may qualify, please read the following checklist carefully. Check the box for each item that is appropriate. To receive veteran's preference, you must complete this section, and attach the required documentation when you submit this application. Acceptable documentation is either a copy of your DD-214, "Certificate of Release or Discharge from Active Duty," which shows dates of service and discharge under honorable conditions, or as otherwise specifically noted below ."Active duty" does not include attendance at a school under military orders, except schooling incident to an active enlistment or a regular tour of duty, or normal military training as a reserve officer or member of an organized reserve or a National Guard unit. I served on active duty with the Armed Forces of the United States for a period of more than 90 consecutive days beginning on or before 1/31/55, and was discharged or released under honorable conditions. I served on active duty with the Armed Forces of the United States for a period of more than 178 consecutive days beginning after 1/31/55, and was discharged or released under honorable conditions. I served on active duty with the Armed Forces of the United States for 178 days or less, and was discharged or released under honorable conditions because of a service-connected disability. I served on active duty with the Armed Forces of the United States for 178 days or less, and was discharged or released under honorable conditions and have a disability rating from the United States Department of Veterans Affairs. I served on active duty with the Armed Forces of the United States for at least one day in a combat zone and was discharged or released from active duty under honorable conditions. I received a combat or campaign ribbon or an expeditionary medal for service in the Armed Forces of the United States and was discharged or released from active duty under honorable conditions. I am receiving a nonservice-connected pension from the United States Department of Veterans Affairs (REQUIRED DOCUMENTATION: a letter from the US Department of Veterans Affairs indicating you receive a nonservice-connected pension) I am not a veteran Required Question

Created: 2024-10-28