Administrative Support Technician

City of Medford, OR - Medford, OR (30+ days ago)

The City of Medford has an exciting full-time opportunity with a generous comprehensive benefit package including:

Medical, vision, dental with minimal or no monthly premium cost for family coverage
Life and long-term disability insurance
Paid vacation, sick leave, and holidays
HRA-VEBA medical savings account contributions
Oregon PERS retirement contributions
457 Deferred compensation for retirement planning
Medical and dependent care flexible spending (FSA)
Aflac and LegalShield voluntary products
On-site fitness center and wellness program
The Administrative Support Technician works in the Public Works Department - Engineering Division and performs a wide variety of administrative support activities. Primary responsibilities include preparation of agenda item commentaries, construction bid packets, taking minutes at Committee meetings, contractor pre-qualification applications, and payroll support. (Up to 10% additional salary differential for certification, education, or bilingual in Spanish/English). Represented by AFSCME/Medford Municipal Employees Association.

These duties are a representative example; position assignments may vary depending on the business needs of the department and organization. Position specific responsibilities may vary depending on assigned department. This position:
Responds to requests for information from the general public, internal departments, and employees, including: calls, correspondences, customer service interaction, distributing mail, etc.
Performs administrative duties, processing mail, photo copies, filing, records, processes training requests, travel expenses, codes and processes invoices, purchase orders, etc.
Uses office equipment, computers, software and programs effectively and efficiently.
Produces and distributes documents, extracts and compiles data for reports; processes records.
Uses prescribed procedures to process, distribute, record and destroy sensitive information and records; maintains and coordinates records retention activities.
Oversees financial and budget of various financial responsibilities, including: payroll and accounting, purchasing, accounts payable/receivable, debit card processing, etc.
Enters payroll information for employees or department.
Acts as the technology liaison, including database management.
Dispatches work orders and coordinates work crews, including scheduling emergency services.
Prepares and schedules meetings and agendas, attends meetings, takes and distributes minutes, etc.
Supports/assists Director or other staff with: special events, projects, contracts, requests for proposals, capital improvements, comprehensive spreadsheets, public outreach, etc.
Human resources liaison for personnel requisitions, hiring and promotional processes, maintains employee records, responds to salary and benefit surveys, etc.
Reviews and works with confidential documentation.
Trains staff: software upgrades, database changes, mobile software changes, etc.
May be responsible for other administrative staff: assisting with work load, directing tasks, training, etc.
Upholds the values of the organization and has strong customer service orientation.
Performs other related projects and duties as assigned.
Demonstrates regular, reliable and punctual attendance.
Produces proposals, notices, press releases, contracts and newsletters.
Manages department website.
Maintains contractor database, and coordinates contractor insurance certification.
Assist with agenda item commentaries and performs notary services for the department.
Coordinates employee workstation relocations, and assists with new employee orientation.

Core Competencies:Individual Contributor:
Incumbents should have a solid foundation of the following core competencies identified by the organization to be essential:

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 people have the current and accurate information needed for success.

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.

Customer Service - 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.

Drive/Energy - Effective performers have a high level of energy and the motivation to sustain it over time. They are ambitious and passionate about their role in the organization. They have the stamina and endurance to handle the substantial workload present in today's organizations. They know that a healthy work/life balance is important to sustained energy. They are motivated to maintain a fast pace and continue to produce even in exhausting circumstances.

Functional/Technical - 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.

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.

Learning Agility - Effective performers continuously seek new knowledge. They are curious and want to know 'why'. They learn quickly and use new information effectively. They create and foster a culture of interest, curiosity, and learning.

Positive Impact - Effective performers make positive impressions on those around them. They are personable, self-confident, and generally likable. They are optimistic and enthusiastic about what they do, and their excitement is contagious. They energize those around them.

Problem Solving/Decision Making - Effective performers are able to identify problems, solve them, act decisively, and show good judgment. They isolate causes from symptoms, and compile information and alternatives to illuminate problems or issues. They involve others as appropriate and gather information from a variety of sources. They find a balance between studying the problem and solving it. They readily commit to action and make decisions that reflect sound judgment.

Sensitivity - Effective performers value and respect the concerns and feelings of others. In the workplace, this compassion translates into behaviors that communicate empathy toward others, respect for the individual, and appreciation of diversity among team members.

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.

JOB QUALIFICATIONS:Qualifications/Experience:
Ideally, two years of clerical, data entry, or administrative support or related experience in contracting, human resources, database management, and/or financial support; and
Graduation from high school, and/or equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
Current technical/professional knowledge of complex principles, methods, standards and techniques associated with the scope of work of a recognized profession, such as:
Use computer and other office equipment effectively and efficiently.
Excellent interpersonal, verbal and written communication skills.
Basic filing and record keeping, spelling and grammar, inventory maintenance, and customer services principles.
Modern office procedures; mathematical concepts; etc.
Ability to train in individual and group settings.
Ability to effectively use computer hardware and software, specifically in MS Office Suite: Word, Excel, PowerPoint, Outlook, etc.
Possession of licenses and/or certifications associated with the assignment, such as:
Possession of Notary Public certification or the ability to obtain it within 30 days of hire.
May require possession of a valid driver's license by date of hire. New employees establishing resident status in the State of Oregon must obtain an Oregon driver's license within 30 days (ORS 807.020 (1)).
Requires completion of a background investigation to the satisfaction of the City.

To Apply: City of Medford employment application must be completed online via the City's website by 4:00 p.m. deadline on Friday, April 27, 2018. The City of Medford complies with the Americans with Disabilities Act. If you consider yourself disabled and desire assistance in the application process, please contact the Human Resources Department by telephone: (541) 774-2010 or email:

Selection Process:
Applications will be reviewed by the Public Works Department - Engineering Division. Candidates most closely meeting the City's needs will be referred for interview with final appointment by the City Manager. Selection procedures and time lines subject to change. Those selected must be able to provide proof of legal right to work in this country. Hiring will be subject to a favorable pre-employment exam, including a criminal history background check.

POSTING: 2018-34