General Administration

Studies have shown that candidates that are female and/or BIPOC are less likely to apply for jobs unless they meet all the qualifications, they find in the job description. We are seeking the best candidate for the job, and that candidate may be a person who comes from a less traditional background. We encourage you to apply even if you don't meet every minimum qualification described or are unsure if your experience could be considered related experience. Bilingual English/Spanish Encouraged.

This posting will close on 4/30/2025.

SUMMARY OF POSITION

This position is FLSA exempt and not eligible for overtime. This position is unrepresented. Provides critical support to the Agency Director, Agency Management Team, Senior Leadership Team, and key General Administrative staff on a broad range of confidential, technical, and administrative items. Conveys important information regarding agency functions and procedures; coordinates assigned projects and ensures the efficient operations of support functions for General Administration and identifies solutions to challenges in support of executive leadership.

Perform position duties in a manner which promotes customer service and harmonious working relationships, including treating all people courteously and respectfully. Engage in effective team participation through willingness to assist and support co-workers, supervisors, and other work-related associations. Develop good working relationships with division, directors, supervisors, and agency staff through active participation in accomplishing support tasks, identifying and resolving problems in a constructive manner, and integrating feedback and input, to strengthen work performance. Contribute to a positive, respectful, and productive work atmosphere. Regular attendance is required to meet the demands of this job and to provide necessary services. This position is a Mandatory Reporter by statutory requirement.

ESSENTIAL JOB DUTIES

General Administration

Executive Support (60%)

• Provide administrative support to the Agency Director and other General Administration staff as assigned.
• Provide primary reception for the General Administrative department, which includes answering multi-line phones and greeting the public.
• Assists Agency Director with various projects in support of General Administration, programs, and member jurisdictions as assigned.
• Schedules for appointments, meetings, and events.
• Maintain confidential information, including Human Resources items and union negotiations.
• Compiles data from a wide variety of sources for the purpose of analyzing issues, ensuring compliance with agency policies and procedures, and/or monitoring program components.
• Participates in meetings, as assigned, for the purpose of conveying and gathering information regarding a wide variety of subjects required to carry out their administrative responsibilities.
• Assist Agency Director with projects, studies, and reports, as assigned.
• Compose, proof, and/or format various reports, documents, letters, and presentations for the department.
• Perform tasks using Microsoft 365 Suite tools and software.
• Responsible for opening and lockup of department office area.
• Process incoming and outgoing departmental mail. Accurately screen, date stamp, and distribute incoming mail.
• Be able to learn different software with minimal instruction. (e.g., Mailchimp, Survey Monkey, WordPress, Zoom).

External Support (35%)

• Provide backup administrative support to the COG Board Executive Committee in the absence of the COG/CSC Executive Director's Executive Assistant. Including: Develop, produce, and distribute agenda packets according to established timelines; provide public notice; conduct callbacks for attendance and ensure a quorum is available; locate facilities and arrange for catering services; schedule and set up meeting rooms; take and transcribe meeting minutes. Update appropriate web pages.
• Coordinate all aspects of the monthly City Manager's meetings including development and mailing of the agenda, scheduling the meeting room, conducting callbacks for meeting attendance, ordering lunches, and setting up the conference room.
• Coordinate and develop meeting agendas. Provide appropriate facilities and meeting requirements for agency staff meetings such as the Senior Leadership Team meetings.
• Researching a variety of topics for the purpose of agency planning, member relationships and legislative support.

OTHER JOB DUTIES AS ASSIGNED (5%)

• Maintains inventory of office kitchen meeting supplies.
• Help other departments support staff when needed.
• Other related duties as assigned by supervisor.

WORKING ENVIRONMENT

Work is performed primarily in an office environment utilizing a personal computer, telephone, and a variety of office equipment. Position requires sitting for long periods of time and performing extensive computer work. Occasional travel may be required to pick up and/or deliver meeting supplies and materials to the COG and between offices, and other related support tasks.

SUPERVISION RECEIVED: Receives general supervision from the Agency Director.

SUPERVISORY RESPONSIBILITIES: None.

MINIMUM QUALIFICATIONS

Experience & Training

• Completion of at least three to five years of progressively responsible experience in secretarial and general administrative activities supplemented by secretarial or business training; or,
• Any satisfactory equivalent combination of education, experience and training which demonstrates the knowledge, skills, and abilities to perform the job.

Knowledge, Skills, and Abilities

• Experience in managing calendars, requests, and administrative requirements.
• Knowledge of how to appropriately engage Board members, elected officials, community partners, and other VIP people.
• Considerable knowledge of business grammar, spelling, punctuation, and basic mathematics.

• Considerable knowledge of event planning, project planning and report presentation.
• Considerable knowledge of Microsoft Excel, Word, and PowerPoint software.
• Ability to work independently on assigned tasks, handle multiple projects and a high volume of work in a timely manner.
• Ability to maintain confidential information and a positive work environment.
• Ability to identify strategic gaps/opportunities in agency functions and initiate projects.

• Ability to present to members, other agency staff, and the public a professional image which instills confidence and always reflects well upon the agency and agency administration.
• Ability to respond in a courteous and efficient manner to inquiries from the public and other staff.
• Ability to clearly communicate complex issues, both verbally and in writing.
• Ability to understand sensitive political and agency issues and appropriately represent the agency when called upon to do so.
• Ability to identify and refer to significant policy inquiries to supervisors or appropriate staff.

• Ability to take and transcribe accurate minutes.
• Ability to carry out data entry, spreadsheet, and word processing tasks.
• Ability to attend occasional evening meetings.
• Ability to set up web based remote meetings, create, and maintain online content (website, social media, etc.)

Licenses, Certificates, & Other Requirements

• Valid Oregon driver's license or ability to obtain reliable transportation to travel throughout assigned area.
• Position requires successful completion of criminal history and driving record check.

This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. Requirements are representative of minimum levels of knowledge, skills, and abilities to perform this job successfully and proficiently.

Other details

• Pay Type Salary
• Employment Indicator Regular
• Min Hiring Rate $22.02
• Max Hiring Rate $29.51

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