Administrative Assistant II - City Manager's Office

City of Florence Employment Opportunity

Administrative Assistant II (City Manager's Office)

$16.51 - 22.82/hr. (Depends on Qualifications)

The City of Florence is accepting applications for an Administrative Assistant to join our City Manager's team! This position is a regular, full-time (40 hours a week, Monday-Friday, 8am-5pm), non-exempt position. This position is non-represented.

The City invites you to apply and serve the citizens of our beautiful City. Florence is an ideal destination for a lifelong career leading into retirement. Come join us and contribute to the City in Motion.

GENERAL STATEMENT OF RESPONSIBILITIES

An Administrative Assistant II is primarily responsible for record keeping, communication, report writing and analysis, and general office functions, in addition to specific departmental needs. A successful Administrative Assistant II has a high degree of attention to detail, integrity and trust (both in terms of confidentiality and reliance), an ability to work independently, and a professional compatibility with other employees, volunteers, elected officials, and the public.

ESSENTIAL JOB FUNCTIONS

Below are several classifications of essential functions that this position is responsible for performing. Please see the attached job description for illustrative examples of the types of duties performed under the classification. This is not intended to represent a complete list of all assigned duties.

Perform work as the Administrative Assistant to the City Manager and any other specific management personnel the City Manager designates, in addition to providing general support to the department.

Perform recordkeeping - manage official documents, perform research, manage and track receipts and travel arrangements, and manage training requirements.

Communicate effectively and efficiently - manage calendars, setup and prepare for meetings, answer phones and respond to questions, write and edit correspondence, and update the website.

Prepare and complete reports and processes - prepare weekly purchase requests for invoices, review timesheets, and assist in writing and editing select reports.

Perform general office functions - work successfully with and develop strong professional relationships with volunteers, staff, elected officials, and members of the public, prepare mailings, maintain office supplies, work efficiently with computers, and be responsible for certain elements related to employee recognition.

COMPENSATION

Compensation within the above stated pay range depends upon qualifications. Most applicants will typically start at the beginning wage listed, absent relevant experience.

BENEFITS

The City of Florence offers eligible Officers the following benefits programs:

Paid time off: Sick, Vacation, and Holiday;
Employer paid Medical, Dental, and Vision insurance for employee and eligible dependents;
Employer contributions to Health Savings Account (depends on eligibility);
Employer paid life insurance and long term disability; and
Public Employees Retirement System, and deferred compensation options.

MANDATORY MINIMUM QUALIFICATIONS

Education and Experience

High school diploma or equivalent; and
Three (3) years of executive administrative or secretarial experience; or
Any satisfactory experience that demonstrates the required knowledge, skills, and abilities necessary to perform the essential functions of the position.

Software Experience

Must demonstrate sufficient experience with Microsoft Office Suite.

Other

Obtain CJIS Clearance through the Florence Police Department prior to start.

DESIRABLE ADDITIONAL QUALIFICATIONS

The ideal candidate would also have the following experience:

• Knowledge of municipal government functions.
• Experience maintaining and using website Content Management Systems.
• Experience in delivering internal customer service in a support function.
• Grant writing and administration.
• Bookkeeping, accounting, and/or public budgeting.

SELECTION PROCESS

Application materials are used to select the top qualified candidates. Top candidates will be invited to participate in a panel interview with select city staff.

Prior to hiring the successful candidate must pass all phases of the background process, including:

an employment and education reference check;

driving records check; and

criminal background check for CJIS clearance purposes.

HOW TO APPLY

Please see the detailed job description and City employment application below.

A completed City application form is the only required document for consideration, however, a resume and cover letter are encourage. Applications can be mailed to Human Resources, City of Florence, 250 HWY 101, Florence, OR 97439; or emailed to recruitment@ci.florence.or.us.

Position is open until filled with first review on November 21st at 4:00 pm. Completed Applications must be received by that date and time. Applications must be signed either physically or electronically to be considered. Human Resources will not contact you about unsigned or incomplete applications.

ABOUT THE CITY 

Our City staff and our community have embraced the City in Motion mantra. Check out our City of Florence: A City in Motion video on our website at www.ci.florence.or.us/citymanager/city-motion-video. The City Council and Management Team have outlined what it means to be a City in Motion and the exciting projects we have in store for our community. We are looking for someone who can join our City in Motion, embrace our mission and goals, and contribute to our vision of becoming Oregon’s Premier Coastal Community!