Administrative Support Technician - Public Works

Discover Medford: Employment, Applicant Support, and Benefits within Our Vibrant City Are you an organized and detail-oriented professional looking for a flexible part-time role? Join our team as an Administrative Support Technician in Public Works In this role, you'll take charge of vital administrative tasks, including answering phone calls, managing emails, data entry, processing payroll requests, and keeping things running smoothly behind the scenes. If you thrive in a fast-paced environment and enjoy making a meaningful impact through exceptional support, this opportunity is perfect for you Required Education and Experience: Graduation from high school or GED equivalent; and Four (4) years of progressively responsible experience in the principles, policies, and practices of office administration. Bachelor's degree in business management, business administration, public administration, or other specific area of study as deemed applicable may substitute for two (2) years of experience. Additional Eligibility Requirements: Ability to effectively use computer software, specifically in Microsoft Office Suite: Word, Excel, PowerPoint, Outlook, etc. Use of computer and other office equipment effectively and efficiently. Excellent written, verbal, and interpersonal communication skills. Knowledge of basic filing and recordkeeping, mathematical concepts, spelling and grammar, inventory maintenance, and customer services principles. Available Schedule: Monday - Friday, up to 24-hours in a week The anticipated hiring range for the position is $23.51 (first step) to $24.68 (second step). Directly related experience and qualifications will be evaluated alongside others who perform work of comparable character as required by Pay Equity Law. Six steps are included in this salary range, allowing opportunity for annual movement through the steps. INCLUDED BENEFITS: Oregon Public Employee Retirement System (PERS) retirement contributions paid by employer for part-time, year-round positions. Paid sick leave - one (1) hour accrued for every 30 hours worked. Access to the City's fully equipped fitness center 24/7 Essential Functions of the Position: Responds to requests for information from the public, internal departments, and employees, including calls, correspondence, customer service interaction, etc. Performs administrative duties, processing mail, filing, processes training requests, travel expenses, makes travel reservations, and travel advance arrangements. Produces and distributes documents, extracts and compiles data for reports. Proofreads Director's monthly activity report and department Agenda Item Commentaries (AICs) for readability, understandability, formatting, grammar, and punctuation; corrects as necessary. Uses prescribed procedures to process, distribute, record and destroy sensitive information and records; maintains and coordinates records retention activities. Oversees various financial responsibilities, including purchase card processing and petty cash. Processes all AICs for Public Works. Ensures the documents conform to formatting requirements and that all due dates for Department Head, Finance, and City Manager review are met. Files AICs with exhibits on the Public Works SharePoint site. Acts as Administrative Support Technician to the Transportation Commission and Traffic Coordinating Committee. Prepares and sends agenda packets, takes and prepares minutes and public hearing notices, and arranges lunches. Manages the dangerous sidewalk program including scheduling inspection of the sidewalk defect, issuing corrective notices to property owners, processing requests for extensions, and tracking due dates when repairs must be complete. Works with Design & Construction Manager to arrange City repair of sidewalks when owners refuse to do the repairs. Supports/assists Director or other staff with special events, projects, requests for proposals, capital improvements, comprehensive spreadsheets, public outreach, etc. Advertises bids and posts on website/Bid-Sync. Records bid openings. Produces proposals, notices, traffic impact press releases and contracts. Manages department website. Maintains contractor database, qualifies and requalifies contractors to work in the public right-of-way, and coordinates contractor insurance certification. Performs notary services for the department. Human resources liaison for personnel requisitions, hiring and promotional processes, maintains employee records, etc. Reviews and works with confidential documentation. Trains staff on software upgrades, database changes, mobile software changes, etc. Oversees maintenance and proper operation of office equipment. May be responsible for other administrative duties as directed. Other Functions of the Position: Upholds the values of the organization and has strong customer service orientation. Handles job stress and interacts effectively with others in the workplace. Fosters an environment that embraces diversity, integrity, trust, and respect. Is an integral team player, which involves flexibility, cooperation, and communication. Performs other related projects and duties as assigned. Demonstrates regular, reliable, and punctual attendance. Competencies: Communicativeness - Effective performers recognize the essential value of continuous information exchange. They actively seek information from a variety of sources and disseminate it in a variety of ways. They use modern technologies to access and circulate information. They take responsibility for ensuring that their peers and supervisors have the current and accurate information needed for success. Customer Orientation - Effective performers attend to customers in a timely manner. They view the organization through the eyes of the customer and go out of their way to anticipate and meet customer needs. They continually seek information and understanding regarding market trends. Functional/Technical Expertise - Effective performers are knowledgeable and skilled in a functional specialty. They add organizational value through unique expertise in a functional specialty area. They remain current in their area of expertise and serve as a resource in that area for the organization. Integrity - Effective performers think and act ethically and honestly. They apply ethical standards of behavior to daily work activities. They take responsibility for their actions and foster a work environment where integrity is rewarded. Team Player - Effective performers are team oriented. They identify with the larger organizational team and their role within it. They share resources, respond to requests from other parts of the organization, and support larger legitimate organizational agendas as more important than local or personal goals. Work Environment & Physical Demands: This position requires inside, office desk work that includes exposure to regular office noise and distractions, adequate lighting, and regulated HVAC systems in relation to temperature. This environment may also include interactions with the public. To perform this job successfully, an individual must be able to accomplish each of the essential job functions satisfactorily. This position involves extended periods of sitting and standing, with occasional walking, crouching, bending, stooping, twisting, turning, and balancing. The employee is regularly required to operate a variety of automated office machines which include a computer, printer, copy machine, calculator, telephone, etc. IMPORTANT (Please read): It is important your application shows all the relevant experience you possess. Applications may be rejected if incomplete. Resumes will not be accepted in lieu of an online application; an application will be considered incomplete with a "see resume" response. Please complete the application and answer the supplemental questions thoroughly to ensure our subject matter experts can appropriately evaluate your experience as we compare applicants. How to Apply: Applications are only accepted online and must be received by the posted closing date/time. Selection procedures and timelines subject to change. Those selected must be able to provide proof of legal right to work in this country. Hiring will be subject to successful completion of the following: Criminal history background investigation Clear drug screen following federal law Professional reference check Questions or Assistance: If you have questions about the job posting, please contact the Human Resources department at (541) 774-2014. For technical assistance completing your online application, please contact Government Jobs at (855) 524-5627.