ADMINISTRATIVE ASSOCIATE

Salary : $51,348.00 - $70,604.00 Annually

Location : 97123, OR

Job Type : Regular Full-Time

Job Number : 24-45

Department : Office of the Chief Executive Officer

Opening Date : 06 / 28 / 2024

Closing Date : 7 / 15 / 2024 5 : 00 PM Pacific

The Position

The Administrative Services Department is seeking an Administrative Associate. This position receives and directs persons who call or visit and gives information and assistance concerning the organization, its programs, services, activities, location, and personnel.

Provides a high level of customer service to both internal and external customers and completes a variety of administrative support tasks for the organization.

This position will be located at 3235 SE River Rd, Hillsboro, OR 97123 and the hours of the role will be Monday - Friday, 7 am to 4 pm.

Essential Functions

The essential functions listed below are not intended to reflect all duties that may be assigned to this classification.

The District may augment duties and / or essential functions at its discretion. Additionally, some incumbents may not perform all Essential Functions)

• Greets District clients, determines nature of business and directs them to appropriate staff for assistance. Answers incoming call(s), takes messages, and transfers calls as appropriate.
• Supports scheduling meetings and events with internal staff and external agencies. Prints and collates meeting and event materials and arranges catering.
• Files and maintains complex paper and electronic document and record systems. Performs document storage and archival tasks.
• Takes notes and prepares meeting documentation, prepares and distributes various forms of correspondence, proofreads and reviews documents for adherence to CWS Style guidelines.
• Orders supplies, equipment and products as directed.
• Prints and compiles reports, mailings and other documents. Prepares and organizes notebooks and meeting packets, and assists with printing and mailings tasks.
• Makes training and travel arrangements, performs data entry, assists with a variety of special projects.
• Assists in monitoring expenditures, deposits payments, performs collections, enters and processes work orders and purchase orders.
• Routes and tracks supplies, documents, invoice, equipment and information as directed
• Serves as point of contact for service providers. Assists users with operational logistics and role-appropriate software applications

Qualifications

KNOWLEDGE OF :

• Business English, spelling, punctuation, grammar, and math
• Contemporary office management practices and procedures
• Methods and procedures of record keeping and office filing
• Basic methods and procedures for recording and monitoring expenditures

SKILL IN :

• Operating a multi-line telephone system
• Use of computers and computer software for email, word processing, spreadsheets, virtual meeting arrangements, and electronic calendars
• Filing and organizing paper and electronic documents
• Keyboarding at a speed necessary for successful job performance

ABILITY TO :

• Understand and follow oral and written policies, procedures, and directions
• Operate office equipment efficiently
• Establish and maintain effective working relationships with those contacted in the course of work including a variety of District and other government officials, community groups, and the general public
• Operate effectively in a team environment
• Communicate effectively, both orally and in writing

EXPERIENCE AND TRAINING GUIDELINES :

Any combination of experience and training that would likely provide the required knowledges, skills, and abilities is qualifying.

A typical way to obtain the KSAs would be :

2+ years of experience performing receptionist or clerical work in an office environment.

2+ years of experience in office administration, working with diverse personalities, computer software, and office equipment.

High school diploma, GED certificate, or specialized office administration training in office software, filing, records management, office management, and related fields.

CERTIFICATION AND LICENSURE REQUIREMENTS :

Upon selection, candidate must possess and maintain a valid State issued driver's license.

Additional Information

Reasonable Accommodation :

Applicants who require reasonable accommodation in order to participate in any phase of the application process should contact Human Resources at 503.

681.3600 or TDD 503.681.3601.

Equal Employment Opportunity :

Clean Water Services is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, gender, national origin, marital status, age, uniformed service, sexual orientation or disability in the admission or access to the recruitment process or any aspect of employment.

Clean Water Services offers eligible employees the opportunity to choose benefits and plans that meet both individual and family needs.

In addition to a competitive salary, Clean Water Services offers employees a comprehensive benefit packet that includes health coverage, health reimbursement account, life and accidental death insurance, flexible spending account, Oregon Public Employees Retirement Plan (PERS / OPSRP), deferred compensation, paid vacation, holidays and sick leave, tuition reimbursement, goal sharing bonus, and more.

Further information for full-time regular non-represented employees can be found

Depending on hours worked and duration of the position, temporary employees may qualify for an offer of medical benefits, deferred compensation, and employee discounts.

Temporary employees are eligible for sick leave at the rate of .0334 per hour worked upon beginning employment and may carry over up to 40 hours into the next calendar year.