Administrative Support Technician

This position is open until filled; for first consideration, apply by Tuesday, April 23rd. Looking to kickstart your career in administration? Join our Planning Department as an Administrative Support Technician!  As an integral part of our team, you'll be responsible for a range of vital tasks including preparing agendas, minutes, managing records retention, handling purchase orders, reviewing department payroll, and much more! If you are detail-oriented, organized, and ready to make a difference, apply now! 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 : Must be able to attend commission and committee meetings that are held during evening hours. Use computer and other office equipment effectively and efficiently. Ability to effectively use computer software, specifically in Microsoft Office Suite: Word, Excel, PowerPoint, Outlook, etc. Excellent interpersonal, verbal, and written communication skills. Knowledge of basic filing and recordkeeping, mathematical concepts, spelling and grammar, inventory maintenance, and customer services principles. Ability to train individuals and groups as needed. Ability to maintain an acceptable driving record throughout employment. Successful completion of a background investigation to the satisfaction of the City. Available Schedules: 8 hours daily, Monday - Friday Opportunity for alternate schedule after the first 90-days: 9-80 (nine-hour workdays with a three-day weekend every other week) The anticipated hiring range for the  Administrative Support Technician position is $22.05 (first step) to $23.15 or $24.31 (second or third 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. Healthcare Benefits : Medical, vision and dental benefits for employee and family, paid at 100% by the City with the opportunity to buy-up to a lower deductible plan Life and Accidental Death and Dismemberment insurance – policy value of $50,000 paid by the City Long-term disability insurance provided by the City Health Reimbursement Account (HRA-VEBA) contributions provided by the City Retirement Benefits : Oregon Public Employee Retirement System (PERS) lifetime pension after retirement at no cost to employee PERS is 100% fully paid as the City pays both the employer and the employee's (6%) contributions Deferred Compensation retirement plan (Section 457 Plan) for employee's retirement planning Additional Benefits : Paid vacation, sick leave, and holidays Employee Assistance Program (EAP) The City's Wellness Program promotes physical, social, emotional, intellectual, financial and environmental wellness with various goals and challenges to participate in throughout the year. Employees may qualify for wellness incentives by completing milestones set within the program up to $200 annually Access to the City's  fully equipped fitness center 24/7
Medford is one of the most beautiful areas of the Pacific Northwest and is located in Jackson County, Oregon. Situated in the heart of the scenic Rogue Valley, Medford, population 88,357 , is the hub of Oregon's fourth-largest metropolitan area. Located along I-5 in southern Oregon, just 20 miles from the California border, Medford is surrounded by breathtaking mountains in a region featuring world-class outdoor recreation opportunities, including Crater Lake National Park and the Oregon Coast. As the largest city between Eugene and Sacramento, Medford is a growing city with a high quality of life, a growing economy and a moderate climate.
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The Chamber   Essential Functions of the Position: Respond to requests for information from the public, internal departments, and employees, by phone, email, customer service interaction, or mail, etc. Perform administrative duties, processing mail, filing, new application tracking, project file setup, etc. Demonstrate proficiency in spelling, grammar, proofreading, and editing documents, extracts, and reports. Support and assist staff with payment and general cashier duties, special events, projects, requests for proposals, etc. Perform various financial support duties, including purchasing, accounts payable, accounts receivable, and purchasing card processing. Accurately code and process invoices, purchase orders, etc. Review and prepare payroll information for the department, accurately verify and approve employee's scheduled hours, time off, and overtime; provide hours to the payroll department for timely processing. Utilize office equipment, computers, software, and programs effectively and efficiently to perform assigned duties. Prepare and distribute all documentation for commission and committee meetings and study sessions, including agendas, agenda packets, notices, action letters, minutes and other documents as assigned.  Attend commission and committee meetings as the Recording Secretary and transcribe meeting minutes.  Attend commission and committee meetings that are held during evening hours. Prepare and post commission and committee meeting agendas, minutes, and public hearing notices on the City website. Ensure commission and committee meetings are scheduled and accessible for attendees. Act as the technology liaison for Commissioners and Committee members to ensure proper access to documentation and meetings.  Utilize prescribed procedures to process, distribute, record, and destroy sensitive information and records; perform, maintain, and coordinate department records retention activities. Other Functions of the Position: May be responsible for assisting staff with workload, directing tasks, training, etc. Review and work with confidential documentation. Uphold the values of the organization and demonstrate strong customer service orientation. Handle job stress and interact effectively with others in the workplace. Foster an environment that embraces diversity, integrity, trust, and respect. Be an integral team player, which involves flexibility, collaboration, cooperation, and communication. Perform other related projects and duties as assigned. Demonstrate regular, reliable, and punctual attendance. Competencies:
Written Communication - Effective performers write clearly and concisely, composing informative and convincing memos, e-mails, letters, reports, and other documents. Regardless of the format, they are able to use the written language to convey both substance and intent with accuracy.
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.
Composure - Effective performers maintain emotional control, even under ambiguous or stressful circumstances. They are able to demonstrate emotions appropriate to the situation and continue performing steadily and effectively.
Initiative - Effective performers are proactive and take action without being prompted. They don't wait to be told what to do or when to do it. They see a need, take responsibility, and act on it. They make things happen.
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. 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. This position is open until filled. For first consideration, apply by April 23, 2024. 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 Professional reference check Questions or Assistance: If you have questions about the job posting, please contact the Human Resources department at . For technical assistance completing your online application, please contact Government Jobs at .