Ashland Parks & Recreation is hiring a part time (.75 FTE) Office Assistant II for the Senior Services Division. Main job responsibilities will include daily set up for the Ashland Senior Center, reception by phone and in person, basic information and referral services, scheduling onsite services, processing and maintaining data manually and in our automated systems for class registrations and payments, assisting with marketing in print and online, working closely with office volunteers, and performing other work as assigned.
Employees at the Senior Services Division will demonstrate a high level of customer service with warmth, compassion, and respect in interactions with seniors, their families, and community partners.
A cover letter and resume are required as part of the application process for this position.
ESSENTIAL JOB FUNCTIONS:
The duties listed below are only intended 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 classification if the work is similar, related and/or a logical assignment to the classification.
Perform a wide variety of routine to moderately difficult clerical work pertaining to office reception, customer service, data entry, word processing, filing, document processing, and other duties.
Answer the telephone and determine the nature of calls; route callers to the appropriate person or take messages as necessary; schedule appointments and meetings; greet visitors in a professional, business-like manner, screening requests, and referring to other persons or departments as appropriate; respond to general questions of a non-technical nature from the public, both in person and over the telephone, referring them as necessary to appropriate staff.
Check and tabulate numerical or financial data; make routine calculations; answer non-technical questions pertaining to department functions and activities.
Prepare and/or type routine documents based on established formats, written drafts, or specific oral instructions; complete forms or prepare reports based on established formats; prepare basis statistical reports, tables, spreadsheets, and/or other documents.
Compile and maintain data and information in manual and/or automated systems.
Initiate, review, update, complete, and process a variety of forms and documents; verify that information is complete in accordance with established requirements; calculate fees or charges based on well-defined parameters and formulas; receive and receipt payments from customers.
Provide routine support for meetings; prepare meeting room and materials; contact participants to confirm attendance; distribute materials to participants; maintain mailing information for various individuals, groups and agencies; take and transcribe minutes, if assigned.
Maintain a variety of files and filing systems by sorting and filing documents and records using alphabetical, index, cross reference, and other files; review and route incoming mail and materials; prepare outgoing mail for delivery to postal authorities and delivery carriers; make copies of documents.
Maintain adequate levels of office supplies; re-order or pick up supplies and materials from vendors or other departments as necessary; complete and submit requisitions; track administrative expenses for budgetary purposes; resolve errors in orders received and invoices.
Follow all safety rules and procedures established for work areas.
AUXILIARY JOB FUNCTIONS:
Assist in the training of new personnel.
Provide back up support to other staff as needed in their absence.
Perform other work as assigned.
EDUCATION, TRAINING AND EXPERIENCE
Education: Possession of a high school diploma, a GED, or equivalent.
Experience: A minimum of two (2) years of clerical experience at a level comparable to Office Assistant I is required.
Substitution: Any satisfactory equivalent combination of education, training and experience that demonstrates the knowledge, skills and abilities to perform the duties of the job proficiently may substitute for the above requirements.
Desirable Qualifications: Experience in a government organization is desirable.
License: Depending upon the position assignment, possession of, or the ability to obtain and retain, an Oregon driver license by the time of appointment may be required.
English usage, spelling, grammar, and punctuation.
Basic mathematics, including addition, subtraction, multiplication, division, fractions, and percentages.
Basic office methods and equipment.
Modern office practices, and department-specific methods, procedures, policies and regulations.
Office management and secretarial methods and procedures.
Principles and practices of report writing.
Principles and practices of customer service.
Programs, goals, and purpose of the assigned department.
Business letter writing.
Common word processing, spreadsheet, and database software.
Basic principles of employee supervision and training.
Perform routine clerical work in accordance with various methods, rules and policies.
English grammar, spelling, vocabulary, and punctuation.
Perform calculations using basic mathematics.
Learn to use a variety of office equipment, including computers and standard business software.
Understand and carry out oral and written directions.
Communicate effectively, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Exercise appropriate judgment when initiating processes, actions, and alternatives within established procedures and regulations.
Use computers and standard business software to maintain data and prepare a variety of correspondence, forms, reports, and other documents.
Organize, research, and maintain office records.
Prepare statistical data, tables, and charts.
Maintain a variety of documents, materials, and information.
Locate, identify, and correct inaccurate or incomplete information.
Please apply ONLINE at www.ashland.or.us A completed City application must be filed online with the Personnel Office before the deadline shown above and should be supplemented with a cover letter and resume of work experience. Resumes are NOT accepted in lieu of a completed City application. Resumes received without a completed City application will not receive a response from the Personnel Department.
Following a review of the applications, a limited number of the most highly qualified applicants may be invited via email to proceed further in the selection process. Those not selected for interview will be notified in email (no phone calls please). The applicant selected must provide, at the time of employment, appropriate documentation of citizenship, as required by the immigration and Naturalization Act of 1986.
A thorough background investigation will be completed on the candidate selected for hire.
The City of Ashland will make reasonable accommodations for the disabled. Individuals with disabilities requiring accommodation in the application or testing process MUST inform the Personnel Office of the City of Ashland, in writing, no later than the final filing date as stated on the job bulletin. Applicants needing such accommodations should document the request, including an explanation as to the type and extent of accommodations needed to participate in the selection process.
Do not contact this company in solicitation of any product or service.