Clerical Assistant - Public Works

Clerical Assistant

Provide administrative support and office duties including but limited to customer service, reception, word processing, document scanning, accounts receivable, purchasing, data entry, mail / materials distribution, filing, scheduling meetings, proofing / editing, copying and faxing documents. Process registrations and collect fees. These functions will vary depending on Division / Department requirements and may include other related duties.

The Clerical Assistant I, II, III, and IV classifications are distinguished apart by the level of supervision received, responsibility, assignments and essential functions performed.

40 hours per week

Casual non-represented position

Hours may include overtime and weekends

Clerical Assistant I :

Serves as the first point of contact, greets patrons, answers phones and emails, routes calls, takes messages, and provides requested information and materials. Sorts and distributes mail and other incoming materials, prepares outgoing materials including bulk mailings. Maintains records and files. Labels, scans, copies and faxes documents. Performs other administrative support duties as assigned.

Clerical Assistant II :

Performs the functions of the Clerical Assistant I. Performs basic accounting functions such as purchasing supplies, processing registrations, processing payments, collecting fees, and maintaining existing accounting records. Scans and archives documents and records according to applicable record retention laws. Performs timesheet entry and other data entry into existing systems, programs, or other databases. Maintains calendars and schedules meetings. Picks up and delivers interoffice mail and performs routine errands. Performs other administrative support duties as assigned.

Clerical Assistant III :

Performs the functions of the Clerical Assistant II. Reviews, proof reads and edits documents. Assembles project notebooks and packets, prepares meeting materials for department staff. Assists with auditing data in spreadsheets, databases and other programs. Performs other administrative support duties as assigned.

Clerical Assistant IV :

Performs the functions of the Clerical Assistant III. Assists with research and development of special projects and programs. Maintains and updates department webpages. May assist with budget development and contract administration. May guide, schedule and train volunteers and other casual staff. Performs other administrative support duties and special projects as assigned.

Acts ethically and honestly; applies ethical standards of behavior to daily work activities and interactions. Builds confidence in the City through own actions.

May operate and drive a motor vehicle safely and legally depending on work assignment.

Conforms with all safety rules and performs work in a safe manner.

Delivers excellent customer service to diverse audiences.

Maintains effective work relationships.

Adheres with all City and Department policies.

Arrives to work, meetings, and other work-related functions on time and maintains regular job attendance.

Education and Experience :

High school diploma or equivalent required.

One year related experience or education in office / business procedures or related area; or combination of education and experience providing the knowledge, skills and abilities necessary to perform the essential functions of the position.

Knowledge, Skills and Abilities :

Working knowledge basic office procedures and techniques.

Working knowledge of business English, spelling, punctuation, grammar, and basic math.

Working knowledge of cash register operation and cashier practices that include register balancing may be required for some assignments.

Good interpersonal, customer service, and communication skills.

Ability to learn department specific hardware and software necessary to perform the essential functions of the position. Ability to type by touch.

Ability to get along well with coworkers and the public and maintain effective working relationships.

Requires an understanding of standardized rules, regulations and instructions; and requires the ability to make routine decisions regarding assessment of immediate situations, available options, and selection of appropriate methods and procedures.

Ability to prioritize duties around set time constraints and perform routine duties independently.

Special Requirements :

Ability to pass a pre-employment background check and / or criminal history check.

Valid Oregon driver's license and driving record that meets City of Corvallis standards.

CPR / AED for the Professional Rescuer / Healthcare Provider and Standard First Aid required within 6 months of hire if assigned to the Aquatic Center.

Late evening, early morning, weekend, and / or holiday hours may be required depending on assignment.

Demonstrable commitment to sustainability.

Demonstrable commitment to promoting and enhancing equity, diversity and inclusion.

The individual shall not pose a direct threat to the health or safety of the individual or others in the workplace.

Qualified applicants must submit an online application located on the City of Corvallis website.

Position is open until filled.

Applicants are encouraged to include a cover letter and resume with the online application; however, resumes will not be accepted in lieu of a completed online application. Late or incomplete applications will not be accepted / considered.

• Please do not include personal or protected information in attached resumes or cover letters, this includes your birth date, age, dates of education, and graduation dates.