Administrative Support Coordinator
Klamath Falls, OR
Full Time
Public Works
Mid Level
Department: Public Works
Position: Administrative Support Coordinator
Salary: $20.55 - $26.00/hour
General Position Summary
This position provides administrative assistance to the Public Works Department (PW). Primary responsibility is providing supportive services to individuals that come into the PW’s office or contact PW’s by telephone or other electronic means. Also provides administrative support to PW’s Leadership as assigned. This position also shares responsibility for optimizing processes for overall department efficiency and effectiveness.
Essential Functions
The following may not be all inclusive and other duties may be assigned.
Serves as receptionist; answering routine inquiries and providing general information; assist callers and office visitors by providing accurate information and referring them of the appropriate personnel or community resource.
Provide thorough, professional, and friendly customer service. Must be able to remain professional in difficult situations that may arise when dealing with the public at the front counter or on the phone.
Perform numerous clerical, organizational, and office support tasks that may include electronic filing, scanning and data entry. Assists with the preparation of correspondence and memos as assigned.
Inputs time card data for all Public Works employees and distribute Foreman Reports daily.
Prepare Springbrook batches for cash receipts to be sent to the Finance department.
Assist Accounting Specialist as needed with Weed Control duties during weed season.
Assist public with processing applications and payments for address, driveway & utility permits.
Assist public with surveying and road research, in the PW’s research room.
Assist Surveyor with map copying/billing and deposits.
Maintain, oversee and order office supplies, and specialty item orders.
Open and distribute mail and/or packages to appropriate staff.
Supervisory Responsibilities
This position has no supervisory responsibilities.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education, Certification, & Experience
- High school diploma or general education degree (GED).
- Minimum of three (3) years clerical experience.
- General knowledge Accounting software; Microsoft Access Database software; Internet Explorer software; Payroll systems; Microsoft Excel Spreadsheet software, AI software, Microsoft Word, Word Processing software, and Google Calendar.
- Oregon Driver’s License
Knowledge, Skills & Abilities
KNOWLEDGE OF:
- County Policies & procedures
- Multi-line phone systems
- Scheduling processes and practices
- Record keeping and reporting techniques.
- Working within set timelines, meeting deadlines, organizing time
- Basic statistical record-keeping practices.
- Modern office practices, procedures, and techniques
- Modern office equipment and machinery and their intended use
- A variety of computer systems and software, including web-based programs.
- English composition, spelling, and grammar.
- Word processing, database, and computer entry
- Competently performing the duties of this position with frequent interruptions.
- Supporting the general public in a courteous, professional manner.
- Understanding, interpreting and applying department rules, procedures and policies with good judgment, while carrying out a variety of technical and administrative support duties. Applying newly assigned procedures and practices to specific work assignments.
- Maintaining accurate and complete records.
- Learning new tasks.
- Quickly learning and applying rules, regulations, and policies applicable to the office, work area.
- Obtaining facts and discerning relevant, significant information.
- Entering data and numerical information into a computer system with speed and accuracy, and maintaining electronic records, files and databases.
- Preparing and maintaining a variety of records.
- Using computers and software programs.
- Performing a wide variety of difficult and responsible clerical and office support work.
- Prioritizing and organizing work responsibilities with and without deadlines.
- Teamwork - Balancing team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.
- Establish and maintain appropriate professional demeanor and boundaries at all times.
- Provide quality customer service
- Access and use various computer systems and software
- Accurately and effectively perform the various assigned tasks and duties following general procedure and program policies
- Understand and effectively follow oral and written instructions, communication, and procedures
- Communicate effectively both orally and in writing
- Follow departmental routines, procedures, and policies
- Demonstrate courteous behavior when interacting with general public and County staff.
- Work independently, while recognizing when to reach out to supervisor for support and questions.
- Take personal responsibility for the quality and timeliness of work.
- Show up to work on time.
- Meet productivity standards, deadlines, and work schedules.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to sit. Employee is occasionally required to stand; walk; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Working Conditions
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet however has busy times where an individual must be able to assist customers and other employees and continue with work efficiently after being interrupted.
Work Schedule
The normal work schedule is 40.00 hours per week; exact schedule is Monday-Friday, 8am-5pm, with a 1 hour lunch. It is the attendance standard of the employer that all employees be present and on time each shift they are scheduled to work. Full or partial absence during any scheduled shift, arriving late, or leaving early, for whatever reason, may result in disciplinary action up to and including termination of employment. Time off may be approved if allowed by applicable policies covering illness, injury, or other personal emergency.
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