Public Works Office Specialist II

Job Description

The Public Works Office Specialist II performs a variety of complex and advanced administrative and clerical work requiring knowledge of multiple fields. Duties are varied and are carried out with a high degree of confidentiality, discretion, and independent judgment and may include performing a variety of clerical tasks in support of City activities and providing clerical support to the Public Works Projects Manager, Public Works Operations Manager, Management Analyst, and Front Office Staff. Considerable knowledge of city policies and procedures are required at this level.

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment for the position.

Core duties include, and are not limited to:

• Manages administrative support functions and more complex tasks including establishing relative priorities of current and anticipated workload and organizing and conducting assignments according to deadlines.
• Schedule and maintain tracking on Public Works personnel training and certifications.
• Sets up office systems including file maintenance, mail distribution and correspondence deadlines, and project management.
• Prepares and composes letters, reports, and correspondence related to Building, Planning, Plan Review, Utilities, and code compliance.
• Coordinates various meetings including but not limited to: Parks Commission, Planning Commission, Design Review Board, and Urban Renewal Agency, including agenda, packet completion and delivery, calendar management, applicant notifications, and related record keeping and filing.
• Performs or establishes procedures for all clerical functions and actions including phones, filing, general word processing, tracking of information, maintaining departmental logs, and other similar administrative support.
• Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general direction.
• Performs back-up duties to Utility Billing Clerk, Permit Tech, and Management Analyst which might include assisting with phone calls, billing, permitting, code compliance, coordinating with vendors, and City-related errands pertaining to events.
• Assists with the completion, execution, tracking, filing, and record keeping of Public Works contracts and documents such as regulatory reports and reporting, contracts, and proposals.
• Ensures that requests for action or information are relayed to appropriate staff members; ensures that information is furnished in a timely manner; decides whether a higher authority should be notified of important or emergency matters. Requires rational, independent thought process.
• Serves as purchasing agent for public works equipment and capital improvement purchases. Reconciles Public Works monthly purchases.
• Follows all safety rules and procedures and contributes to the safety of co-workers and the general public.
• Participates as an active Public Works team member by contributing to department development, planning, and budget preparation.
• Performs responsibilities in a manner that clearly shows effective communication and cooperation and that promotes open exchange of information, respect, high ethical standards, and professionalism.
• Maintains work areas in a clean and orderly manner.
• Maintain confidentiality.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Job Related Qualifications

EDUCATION

Associate degree or equivalent related to public administration, business administration, or planning. Three years of progressively responsible office assistance, record keeping, and secretarial work required. Any equivalent combination of training and experience which demonstrates the knowledge, skills, and ability to perform the above-described duties will be considered.

CERTIFICATIONS & LICENSES

Must have a current Oregon Driver’s License or the ability to obtain one.

KNOWLEDGE, SKILLS & ABILITIES

• Proficient in the use of various MS Office programs, including Word, Excel, PowerPoint, Access, and Outlook.
• Proficient in the use of a variety of general office equipment and skilled at typing at a speed necessary for successful job performance.
• Communication principles and practices.
• Knowledgeable in principles of business letter writing and report preparation.
• Correct English usage, spelling, grammar, and punctuation.
• Modern office procedures, methods, and computer equipment.
• Basic business arithmetic.
• The ability to establish and maintain effective relationships with the public and co-workers to communicate effectively.
• The ability to maintain confidentiality of private and sensitive information and documents.
• Respectfully respond to requests and inquiries from the general public in person and over the telephone.
• Analyze and resolve problems in a logical and effective manner.
• Perform research, compile, and analyze data, and write clear, concise and accurate reports on complex subjects.
• Ability to deal with the public and city officials with diplomacy and tact.
• Interpret, apply, and explain applicable rules and regulations.
• Understand and follow oral and written instructions.
• Maintain accurate records and files.
• Simultaneously manage multiple job assignments.
• Contribute effectively to the accomplishment of city goals, department objectives and activities.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Contribute to the efficiency and effectiveness of the city’s service to its customers by offering suggestions and directing or participating as an active member of a work team.
• Exercise tact and diplomacy in dealing with sensitive, complex, and confidential personnel issues and employee situations.

Miscellaneous

All interested candidates are encouraged to apply by May 28, 2024, for the first round of review. A completed application packet including the application, supplemental questions, and resume must be submitted to be considered for the position. Application packets are available online at www.WoodVillageOR.gov or at City Hall located at 24200 NE Halsey, Wood Village, OR 97060.

Benefits Information

The salary range is $25.46 - $32.51 / hour; placement within the range will be dependent upon qualifications and experience.

The City of Wood Village also offers a competitive benefits package not limited to:

• Alternative (9 - 80) Work Schedule
• Career Development & Reimbursement
• Employee Assistance Program (EAP)
• Health Plan
• Vacation - 80 hours per year to start
• Paid Holidays - 12 holidays including a floating holiday
• PERS Retirement - Fully paid by the City
• Service Recognition
• Optional Insurance