Executive Assistant

Title:  Executive Assistant

Department: Parks and Recreation

Salary Grade: D 

Salary Range:  $21.65 - 28.19 per hour

FLSA Status: Non-Exempt

The full job description is attached below along with detailed instructions for applying for this position.  

GENERAL POSITION SUMMARY:

This position performs a wide variety of secretarial & administrative duties related to the effective operations of the department and the delivery of those services to the public. Under general supervision positions in this class are responsible for providing analytical and specialized administrative support to relieve and assist executive, administrative, and staff managers with complex details and advanced administrative duties. Work is generally of a critical, sensitive or confidential nature. Serve as an integral part of the Parks and Recreation Department staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Administrative support includes approximately 50% support dedicated to the Community/Senior Center; receives, greets, and directs phone inquiries and visitors. And approximately 50% is dedicated administrative support to the Parks and Recreation Director.
• Provides departmental administrative & clerical assistance, such as correspondence, copying, ordering supplies and maintaining the building and staff calendars.
• Greets customers and visitors in a friendly & professional business-like manner.
• Receive incoming calls, determine the nature of the call, route to the appropriate person or department through use of email, telephone, written messages, or personal contacts.
• Assists with financial transactions including receipt and reconciliation of daily deposits and posting to appropriate accounts. 
• Assists in the preparation and managing of the bi-monthly newsletter and marketing materials.  Assists with researching and the coordinating of department programs, events and trips to meet the needs of community, staff scheduling, and transportation.
• Assists, if needed, with the coordination of the Meals on Wheels program including but not limited to the organizing transportation routes, scheduling of the volunteer drivers, and the completing the grant reports.
• Performs typing assignments; proofreads, researches, gathers, compiles, and computes information and figures for a variety of reports.
• Sets up and maintains filing systems, manuals, records, and spreadsheets. Maintains various databases.
• Assists in the preparation of reports, graphs, and presentations using spreadsheet and graphics software.
• Coordinates building room reservations and assists customers with the facility rental process.
• Compile and data entry of necessary information and statistics for grant funded programs including nutrition, transportation, and evidence-based programs, and activities. Organize and support the department for final submittal of reports.
• Determines needs, provides a variety of routine information that assists visitors in preparation of applications for development related permits and reports, registration, and data entry.
• Maintain a calendar of activities, meetings and various events for the assigned department and managers, coordinate activities with other City departments, the public and outside agencies.
• Resolve conflicts in priorities, handle sensitive matters, exercise discretion and judgment, and independently prepare correspondence and meeting materials.
• Establish and maintain positive working relations with coworkers, citizens, and the general public.

​JOB SPECIFICATIONS:

Mandatory Requirements

High school diploma or GED equivalent required.  Minimum three (3) years of experience working in an office setting and/or in a relevant customer service position that worked with the general public.  Any equivalent combination of experience and training which demonstrates the knowledge, skill, and ability to perform the duties described above.

Preferred:

Bilingual.

Necessary Knowledge, Skills and Abilities:

• Excellent interpersonal, oral, written and telephone communication skills.
• Excellent customer service skills.
• Effective problem-solving skills.
• Intermediate proficiency with computer programs, including word processing, spreadsheets and databases.
• Ability to provide superior quality customer service to ensure each customer is treated with dignity, respect and patience.
• Must be able to professionally handle angry and disgruntled customers.
• Ability to exercise good judgment, courtesy, patience, and tact in public contact and problem resolution.
• Ability to work as a team member with a diverse group of people.
• Ability to give clear and concise directions, both orally and in writing.
• Ability to work independently on assigned tasks and to make decisions with minimal supervision by prioritizing and organizing tasks.
• Ability to adapt to a rapidly changing environment and individual needs.
• Ability to prioritize and organize tasks within specific timelines.
• Ability to work independently on assigned tasks and to make decisions with minimal supervision.

Special Requirements/Licenses:

• Must be able to pass the department’s security clearance standards, including Reference check, Criminal History check and satisfactory driving record (if required for the position).
• Possession of or required to obtain a valid driver’s license within thirty (30) days of hire.  Must have a safe driving record.
• Ability to obtain and maintain a Ride Connection Driver Approval.
• Cardiopulmonary resuscitation (CPR)/AED/First Aid certification within sixty (60) days of hire.

SUPERVISORY RESPONSIBILITIES:

This position is not a supervisory position.

BENEFITS:

The City offers a full benefits package, including medical, dental, vision, and life insurance, sick and vacation leave, and PERS. Please see our website for more details. 

Equal Employment Opportunity

The City of Sandy will give consideration to all qualified applicants for appointment without regard to race, religion, color, national origin, sex, age, marital status, mental or physical disability, political affiliations, sexual orientation, or any other non-merit factor.

Veterans who meet the minimum qualifications for a position open for recruitment may be eligible for preference in employment under Oregon law. If you are a Qualified Veteran or Qualified Disabled Veteran and would like to be granted preference in the selection and hiring process for a specific posted job, please fill out this Veterans’ Preference Form and provide proof of eligibility by submitting a copy of form DD-214 or 215 (copy 4). This completed form and required supporting documentation must be submitted with your application in order for consideration for Veterans’ Preference.

APPLICATION REQUIREMENTS:  You must apply via the on-line application and upload your Cover Letter and Resume.  First review of applications begins the week of January 24th, 2022.  This position is open until filled.