Administrative Assistant

The City of Happy Valley is looking for an energetic individual that has pride in providing excellent service to residents and visitors. This position is the primary reception point for City Hall and requires someone to adapt to ever-changing customer needs. In addition to supporting the public, this position also supports City staff.


The schedule is Monday- Friday 8am- 5pm with potential opportunity to assist with City events outside of these hours.



About Happy Valley:
Happy Valley is known for its wonderful neighborhoods that have an abundance of parks, open spaces, and meandering trails. Our residents take great pride in the community and come together throughout the years at an annual Fun Run, summer concert series, 4th of July Festival, Harvest Fest, Tree lighting and many other community-driven events. As the community grows, we're building a city where family-friendly neighborhoods meet a world-class economy. Happy Valley's business community is rapidly emerging, creating vibrant centers throughout town.


Happy Valley is looking to the future. Once a small community as recently as the early 2000s, the City has rapidly developed toward being a medium-sized City for the Clackamas County area and there is a lot of change happening in the community and in our organization. Happy Valley has the vision and heart to be a leader in the region.


As an employer, the City of Happy Valley strives to provide a collaborative working environment that allows access to all city employees, across all departments. We maintain a current technological platform for our staff to provide the most efficient services to our residents and business owners.


Come and join us as we serve this great community together!



GENERAL PURPOSE
Under close supervision, performs a variety of routine administrative support tasks for the Community Services Department. Supports the daily operation of the public reception area and passport services. Interacts with internal customers, external customers; performs reception duties, clerical work and paper and electronic file maintenance and performs related duties as assigned.



DISTINGUISHING CHARACTERISTICS
The Administrative Assistant I position is distinguished from the Administrative Assistant II position by the level of complexity of tasks. The Administrative Assistant II performs work with general supervision.


The Administrative Assistant I position will perform typical office functions such as answering telephones, photocopying, filing, preparing documents and correspondence, and maintaining database information. The Administrative Assistant I position will communicate effectively with the public on a variety of City topics.

ESSENTIAL DUTIES AND RESPONSIBILITIES Any one position in this class may not perform all the duties listed below, nor do the listed examples of duties include all similar and related duties that may be assigned to this class.
Receives and screens visitors and telephone calls, use of sound independent judgment; responds to requests for information and complaints from customers and the public, refers the request or complaint to appropriate staff; reviews, determines the priority and routes incoming correspondence. Coordinates, arranges, and confirms meetings; arranges for meeting setup; screens requests for appointments; provides occasional administrative assistance for special events. Acts as a passport agent to assist the public in completing the passport application process. Process associated passport application fees. Acts in a retail capacity for the City retail store. Performs a variety of basic administrative support to Community Services including data entry, drafting correspondence, creating and maintaining mailing and contact lists. Receives and distributes City mail to the appropriate location. Receives and process applications for City dog licenses, alarm permits, business licenses, burn permits and tree permits. Tracks, orders, and disburses office equipment and other supplies. Maintain a positive public relationship with customers and be responsive to their needs. Explains proper methods for completion of passport applications, dog licenses, alarm permits, business licensees, burn permits and tree permits, reviews online applications and correspondence for accuracy and completeness. Composes correspondence in accordance with established procedures or instructions. Assist and support the City to identify and provide services to all members of the community and remove barriers to those services. Performs other duties as assigned. MINIMUM QUALIFICATIONS Knowledge of: Office administrative practices and procedures, including recordkeeping and filing practices and procedures. Principles and practices of sound business communication; proper English usage, including spelling, grammar, and punctuation. Ability to become knowledgeable concerning City organization, rules, policies, and procedures. Basic functions of public agencies, including the role and responsibilities of a public entity. Computer equipment and uses of Microsoft products, ZOOM, Microsoft Teams, word processing, spreadsheet, graphics, database, and other software. Techniques for providing a high level of customer service to public and City staff, in person, in writing and over the telephone. Passport policies, procedures, and legal requirements relating to area(s) of assignment, or ability to learn within a reasonable required timeframe. Regulations, statutes, procedures, and policies as applicable to assigned City operations, or ability to learn within a reasonable required timeframe. Ability to: Process and track payments accurately. Clearly and accurately interpret documents, policies, and procedures. Effectively communicate accurate information both orally and in writing. Interact tactfully and effectively with the public in stressful and potentially confrontational situations. Make decisions based on regulations and established policies and procedures. Work independently, quickly, and accurately with close attention to detail in an atmosphere of frequent interruptions and changing priorities. Maintain confidentiality. Operate a computer and Microsoft products software and other standard office equipment. Manage multiple and rapidly changing priorities. Organize, set priorities, and utilize sound independent judgment within areas of responsibility. Compose correspondence, prepare documents, and complete tasks from brief instructions. Understand and carry out oral and written instructions. Comprehend and use English effectively including producing all forms of communication in a clear, concise, and understandable manner to intended audiences. Work collaboratively with people from all backgrounds. Training and Experience: A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or G.E.D. equivalent; and one year of increasingly responsible office administrative, reception or secretarial experience; or an equivalent combination of training and experience.
Licenses; Certificates; Special Requirements: Driving may be necessary for City business. For position(s) with occasional/incidental driving, incumbents must possess a valid state driver's license and an acceptable driving record throughout the course of employment. Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation. Requires Microsoft Office proficiency. Passport Acceptance Agent within 30 days of hire. Must be a U.S. Citizen. Occasional travel to attend meetings and pick up and deliver supplies. WORKING CONDITIONS
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Works primarily in an office or reception area environment. Works under tight and/or conflicting deadlines and priorities. Requires the ability to perform efficiently and effectively under pressure. Occasionally deals with distraught or difficult individuals. This position requires mobility. Occasionally lifts and moves heavy boxes of materials or supplies weighing up to 30 pounds. Manual dexterity and coordination are required over 90% of the work period while operating equipment such as computers, telephones, and other standard office equipment. Reasonable accommodations will be evaluated on an individual basis and depend, in part, on the specific requirement for the job, the limitations related to disability and the ability of the City to accommodate the limitation.



Pre-Employment Requirements Reference Checks Background Check Driving Record How to Apply: To be considered for this employment opportunity complete the online application and submit: Resume Cover letter


Any offer of employment would be contingent upon a criminal background check, driving record check and positive references. Happy Valley is an equal opportunity and an at will employer.


The City of Happy Valley provides Veteran's Preference to those candidates that identify themselves as a Veteran of the United States Armed Forces and provides a legible copy of their DD214 or DD215, and Veteran Affairs letter of disability if applicable, with their application materials.


Please send questions about this position or selection process to Ivy Markesino, Human Resources Director at or . Full-Time Employee Benefit Package
Full family medical, vision, and dental coverage, with an employee cost share of only 5% of the monthly premium. Employees are provided options for medical and dental plans. Long-term disability up to 50% or $5,000/month. Life insurance in the amount of $50, 000 and the ability to purchase up to $300,000 under a group rate. HRA VEBA monthly contribution. PERS member, with the 6% employee contribution paid by the City. Oregon Paid Leave contribution paid by the City. Deferred Compensation 457 Plan available for employee contributions. Comp Banks, giving employees the ability to earn time off in lieu of overtime pay. Sick Leave accrued up to 8 hours per month. Vacation time, starting at 96 hours per year. 12 paid holidays. Free parking. Monthly Gym membership to one of two local gyms or monthly fitness stipend. Wellness activities and monthly incentive opportunities. Employee Assistance Program Cell phone stipend for positions that require the use of a cell phone. Annual/Bi-Annual Boot & Raingear allowance for positions that require the regular use of protective footgear or raingear. City vehicles available for business use, employees do not have to drive their own vehicles. Education benefits of $5,000 available to employees every 10 years. Ongoing training and career development course provided upon request. Several voluntary employee benefits available (FSA accounts, Short term disability, Identity Protection, Hospital Indemnity, Accident Insurance, Critical Illness Insurance, Legal Shield, etc.)