The City of Tualatin is pleased to offer a rare opportunity to join a team of dedicated professionals in the City Manager's office. Do you enjoy working as part of a team? Are you someone who anticipates the needs of an office and likes to keep things organized? This could be the position for you! We're looking for a highly-organized self-starter and customer service expert to be our next Office Coordinator. The successful candidate is someone who can quickly prioritize, identify new and creative ways to deliver customer service, and someone who has a knack for keeping things running smoothly.
The position performs a variety of advanced and technical administrative support functions. The office coordinator acts as administrative liaison for the department, providing information to the public, working with community engagement processes and committees, performing records administration duties, website administration, and mail distribution and delivery, among other clerical tasks.
Tualatin's population is well-educated, diverse, and involved in community and school activities. There are excellent educational opportunities available to residents through the Tigard-Tualatin School District and numerous colleges and universities within easy commuting distance. In the most recent resident satisfaction survey, 84% of residents rated the overall quality of life in Tualatin as "excellent" or "good". Residents take great pride in and appreciate the amenities such as our library, award-winning parks, unique shopping and dining establishments and a low tax rate.
ESSENTIAL DUTIES & RESPONSIBILITIES:
Include the following. Other duties may be assigned.
Provides information to the public regarding the Administration department, including City Council contact information, community engagement processes, and records information. Shares general information relating to the functions of Human Resources and City Manager's responsibilities.
Performs the mail delivery for the organization including distribution, routing, and delivery to postal office.
Provides support for staff liaisons to advisory committees and Council, including meeting setup preparations, committee meeting materials, preparation of meeting notice materials, agenda and packet materials. Attends meetings if needed, and serves as a back-up for the Deputy City Recorder for minute transcription at Council meetings.
Supports organizational records retention and management by providing support to other departments, fulfilling records requests from other departments, and working within the records management system to provide transparent information to both internal and external customers.
Receives, reviews and processes applications for new liquor licenses and liquor license renewals.
May provide support on developing, editing, or distribution of communication materials for administration programs and projects.
Extensively operates a personal computer requiring knowledge of a variety of software programs including the City's financial management system, records management system, the Microsoft office suite programs, and agenda management system. May assist in the development and maintenance of the department's web site.
Calculates, collects, processes and records fees. Processes credits and prepares related reports. Processes departmental invoices. Coordinates with the Finance Department.
Ability to perform payroll entry.
Ability to communicate effectively with city staff, the public, and outside agencies.
Possess strong organizational skills. Ability to create and maintain good working relationships with staff in other departments.
Ability to prioritize and self-start. Excellent customer service skills.
Composes, types, edits and proofreads a variety of documents including letters, minutes, reports, agendas etc.
Coordinates with public officials, the general public and City staff members on department activities, meetings, etc. Relays agency rules, regulations, functions, procedures and guidelines. Refers public or officials to appropriate professional staff member for explanation or interpretation of codes or regulations.
Creates and maintains departmental files. Performs research projects and compiles and analyzes data for inclusion in reports or other work product.
Receives fees or payments, prepares and ensures accuracy of cash receipts, check requests, petty cash and purchase orders. May assist in the preparation of departmental budget and five year plan. May track departmental revenue and expenditures.
Prepares for City committee meetings including preparation of agenda and packet materials. Attends meetings and transcribes minutes on a computer.
Extensively operates a personal computer requiring knowledge of a variety of software programs including the City's financial management system, word processing, spreadsheet, and database programs. May assist in the development and maintenance of the department web site.
Performs timekeeping responsibilities for department staff including monitoring for accuracy and data input.
Schedules or coordinates meetings, seminars, conferences, programs, facility reservations and travel arrangements.
Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered.
Greets scheduled visitors and directs to appropriate area or person.
Operates various standard office equipment.
Orders and maintains supplies, and arranges for equipment maintenance.
Develop and maintain various spreadsheets and databases independently determining the organization of duties and desired results.
May be cross-trained to back up other department office coordinator or clerical staff.
Drives to city facilities, vendors, training programs, and meetings as necessary.
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.
Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Mathematical Skills: Ability to add, subtract, multiply and divide. Ability to perform these operations using units of American money and weight measurement, volume, and distance.
Computer Skills: Thorough knowledge of word processing, database, order processing, and spreadsheet software programs. Ability to navigate the Internet.
Other Skills and Abilities: Independence of action is stressed. Assignments may be general in nature requiring the ability to independently plan and prioritize work processes. Thorough knowledge of standard office procedures, business English, spelling and grammar. Knowledge of record keeping and bookkeeping systems. Reasonable knowledge of department rules, regulations and procedures or the ability to obtain such knowledge during a training period. Knowledge of records retention schedules and records management best practices. Ability to accurately take and transcribe meeting minutes using a laptop computer or handwritten notes. Ability to compose correspondence in an effective style and business form. Ability to type rapidly and accurately from rough drafts and dictating equipment. Ability to operate standard office equipment including personal computer, calculator, multi-line telephones, etc. Demonstrated ability to use tact and diplomacy when dealing with the public and elected officials. Ability to establish and maintain effective working relationships with other employees.
CERTIFICATES, LICENSES, REGISTRATIONS: Possession of, or the ability to secure possession of, a valid Oregon driver's license. Specific assignments may require possession of, or the ability to secure, state certification for performing assigned duties.
EDUCATION and/or EXPERIENCE: Minimum of three years of experience in office work, including secretarial/administrative experience of a progressively responsible nature. High school diploma or general education degree (GED) including specific training in office practices and general clerical skills. May require specific experience or training in specialized field. Any satisfactory equivalent combination of education and experience which ensures the ability to perform the work.