Studies have shown that candidates that are female and/or BIPOC are less likely to apply for jobs unless they meet all of the qualifications, they find in the job description. We are seeking the best candidate for the job, and that candidate may be a person who comes from a less traditional background. We encourage you to apply even if you don’t meet every minimum qualification described or are unsure if your experience could be considered related experience. Bilingual English/Spanish Encouraged.
Title: CED Administrative Assistant
Position Classification: Administrative Assistant
Department: Community and Economic Development
Reports to: CED Operations Supervisor
ABOUT OREGON CASCADES WEST COUNCIL OF GOVERNMENTS (OCWCOG)
OCWCOG manages a variety of local, State, and Federal programs to serve residents, local governments, and businesses in our tri-County Region. OCWCOG is recognized by the State of Oregon as an Area Commission on Transportation (ACT) and a Type B Medicaid Transfer Agency. Additionally, the association is recognized by the Federal Government as an Area Agency on Aging (AAA), an Economic Development District (EDD), an Economic Development Revolving Loan Fund Coordinator, a U.S. Department of Agriculture Revolving Loan Agency, and staffs the two Metropolitan Planning Organizations (MPOs) in the Region. These designations increase OCWCOG’s ability to serve our communities’ needs.
As an Oregon intergovernmental entity, in addition to the programs and services that OCWCOG is required by State or Federal contract to provide, OCWCOG helps businesses find appropriate capital; facilitates seniors and persons with disabilities plan for independent living; coordinates local road improvement priorities; and assists with administration and technical support for its member governments.
Each program works towards OCWCOG’s mission of helping the Region’s communities collaborate to solve problems and connect member governments, businesses, and individuals with a wide array of resources.
SUMMARY OF POSITION
Provides reception, clerical and computer software support for the Community and Economic Development Department. Performs a variety of administrative and clerical duties in support of Community and Economic Development section, e.g., prepares reports, completes forms, maintaining mailing lists and various databases, and provides data entry and processing. Works on special projects.
Performs position duties in a manner, which promotes customer service and harmonious working relationships, including treating all persons courteously and respectfully. Engages in effective team participation through willingness to assist and support co-workers, supervisors, and other work-related associations. Develops good working relationships with division and agency staff and supervisors through active participation in accomplishing group projects and in identifying and resolving problems in a constructive manner. Demonstrates openness of constructive feedback and suggestions, in an effort to strengthen work performance. Contributes to a positive, respectful and productive work atmosphere. Regular attendance is required to meet the demands of this job and to provide necessary services.
This position is a Mandatory Reporter by statutory requirement.
ESSENTIAL JOB DUTIES
40% Essential Duty 1
40% Essential Duty 1
- Provides walk-in support for department.
- Updates department recording for holidays, meetings, and specials notices.
- Reviews voicemails, returns calls, and updates rides based on voice messages.
- Opens, date stamps, and distributes incoming mail and prepares outgoing mail.
- Collects correspondence from reception and distributes to appropriate Staff.
- Files paperwork, and assists Staff with mailings, printing, scanning, photocopying, and other clerical support functions.
- Maintains Ride Line supply inventory, including general office supplies, program guides, fliers, and outreach supplies.
- Submits supply replacement requests to supervisor.
- Receives and distributes shipments of packages.
- Maintains department contact listservs.
- Maintains copy room area and responds to troubleshooting of equipment problems.
40% Essential Duty 2
- Processes denial and no-show correspondence.
- Assists with meeting logistics such as drafting agendas, emailing notices, taking minutes, scheduling rooms, placing food orders, tracking RSVPs, and meeting set up and tear down.
- Posts newspaper and website notices, updates department webpages, SharePoint, and Teams channels.
- Pulls reports and provides data for programmatic reporting and audits.
- Types various documents, correspondence, and reports, as delegated.
- Manipulates and maintains electronic versions of various documents.
10% Essential Duty 3
- Provides back up support to CED Administrative Assistant as requested.
- Responsible for maintaining inventory of kitchen supplies and maintenance of kitchen area.
- Performs a variety of other administrative and clerical-related duties in support of department.
OTHER JOB DUTIES
5% Ad hoc duty 1
5% Performs other related duties as assigned by supervisor.
Work is generally performed in an office environment with routine computer and telephone usage. Position requires sitting and typing for long periods of time. Position may require attendance at occasional evening meetings. Occasional travel throughout the three-county area may be required to pick up meeting supplies, run errands for the program, attend trainings, or visit other COG work sites.
SUPERVISION RECEIVED: Receives general supervision from the Director of Community and Economic Development Program.
SUPERVISORY RESPONSIBILITIES: None.
Experience & Training
Completion of high school or equivalent, and two years' experience which demonstrates knowledge, skills, and abilities of the position; OR any satisfactory equivalent combination of education, training, and experience which demonstrates the knowledge, skills, and abilities to perform the duties of the job.
Knowledge, Skills and Abilities
- General knowledge of public meeting laws preferred.
- Knowledge and ability to apply strong organizational skills.
- Thorough knowledge and proficiency in the use of Microsoft software, and ability to assist and train others in software applications.
- Excellent knowledge of business English, spelling and punctuation.
- Considerable knowledge of modern office practices and procedures.
- Knowledge of confidentiality rules regarding client and provider records.
- Knowledge of general bookkeeping procedures.
- Skills in performing detailed and complex clerical tasks, and knowledge of website development and maintenance.
- Ability to understand verbal and written operating instructions and procedures and to initiate suggestions for appropriate involvement.
- Ability to pay attention to detail.
- Ability to exercise good time management skills in order to accomplish both daily tasks and on-going projects.
- Ability to read, prepare and understand statistical reports and recognize mathematical and/or data entry errors.
- Ability to work with other staff and the public in a courteous and efficient manner.
- Ability to identify and refer significant policy inquiries to supervisor.
- Ability to work independently, and effectively handle multiple tasks and a high volume of work.
- Ability to initiate own work with a minimum of supervision.
- Ability to operate standard office equipment.
- Ability to operate multi-line phone system.
- Ability to communicate well orally and in writing.
- Ability to take or transcribe from tape accurate meeting minutes.
- Ability to type accurately and efficiency in document preparation.
- Ability to use, and knowledge of, personal computers and Microsoft software.
Licenses, Certificates, & Other Requirements
Possession of a Valid Oregon Driver’s License, or the ability to obtain reliable transportation in order to travel throughout the three-county area.
Position requires successful completion of a criminal history.
This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.
Requirements are representative of minimum levels of knowledge, skills and abilities. To successfully perform this job, the employee will possess the abilities or aptitudes to perform each duty proficiently.
Starting salary is $19.09 - $25.58/ hourly DOQE. A step increase will be awarded upon successful completion of a probationary period (typically six months), and then annually thereafter to the top of the range. OCWCOG offers an attractive benefits package including:
Retirement – OCWCOG pays both the employer’s percentage, and employee’s six percent (6%) contribution into the Oregon Public Employees System (PERS). In addition to PERS, OCWCOG pays into Social Security.
Insurance – For select plans, OCWCOG currently pays one hundred percent (100%) of the insurance premiums for the employee and their eligible dependents. The insurance package includes medical, prescription, dental and vision coverage, Basic life, accidental death and dismemberment, long term disability.
Holiday Leave – OCWCOG provides eleven and one half (11 ½) fixed holidays, plus two (2) personal days during each fiscal year.
Additional Benefits – Deferred compensation options, Long-term care Insurance, Employee Assistance Program, Credit Union memberships, and options to participate in pre-tax Health Savings Account or Flexible Spending Account.
Sick Leave – Full-time employees accrue eight (8) hours of sick leave each month.
Vacation Leave – Full-time employees accrue vacation leave each month according to the following schedule:
0-36 months - 8 hours/month
37-72 months - 10 hours/month
73-144 months - 14 hours/month
145 months and above - 16 hours/month
This position is represented by the Service Employees International Union (SEIU).
You must submit the following application materials to be considered as a viable candidate:
1. A completed application and current resume that clearly describes your experience, skills, and/or knowledge related to the requirements of the position and demonstrates that you meet qualifications of the position listed above.
2. A cover letter explaining how your background, experience and training qualify you for this position. Please describe your experience and training specifically as they relate to the Minimum Qualifications.
If you are an eligible veteran and wish to claim veterans’ preference points AND you also meet the minimum qualifications for this position, the points will be added to your score. To receive veterans’ preference points, you MUST attach to your application materials the following required documentation:
• A copy of your DD214/DD215 form; OR a letter from the US Department of Veteran’s Affairs indicating you receive a non-service connected pension for the five (5) point preference.
• A copy of your DD214/DD215 form; AND a copy of your veteran’s disability preference letter from the Dept. of Veterans’ Affairs for the ten (10) point preference.
OCWCOG provides veterans’ preference in employment to all eligible veterans. For more information, please go to the State website:
OCWCOG is an equal opportunity/ affirmative action employer and is strongly committed to enhancing the diversity of its workforce. Assistance will be provided in the recruitment, application and selection process to applicants with disabilities who request such assistance. Please call (541) 967-8720 as early as possible regarding any assistance you may require.
If you have any questions, please contact HR at firstname.lastname@example.org. In the subject line please include the position title and the posting number.
To apply scroll down to the bottom and click Apply.
The Posting Number for this position is 202347.