City of Albany, OR-posted about 1 month ago
Full-time • Entry Level
Onsite • Albany, OR
251-500 employees
Executive, Legislative, and Other General Government Support

Are you an organized, detail-oriented professional who thrives in a fast-paced, dynamic environment? The City of Albany is seeking an Administrative Assistant to play a key role in supporting the Community Development Department's daily operations. This position is ideal for someone who enjoys balancing administrative precision with meaningful public service. In this role, you'll coordinate a wide range of administrative and clerical functions that keep the department running smoothly-from preparing official documents and managing records to overseeing financial processes, timekeeping, and legal notifications. You'll work closely with staff, City leadership, and the public, providing exceptional service while ensuring accuracy, compliance, and confidentiality in all administrative functions. The Administrative Assistant serves as a vital link between internal operations and public-facing services-helping maintain transparency, accountability, and efficiency in the City's community development initiatives. If you take pride in professional excellence, value collaboration, and are ready to contribute to a high-performing, customer-focused team, we invite you to apply. Please include a resume and cover letter explaining how your experience fulfills the qualifications for the posting and why you want to work for the City of Albany. Applications not including both a resume and cover letter will be considered incomplete and may be disqualified.

  • Performs complex administrative work in transcribing, composing, typing, proofing, and editing a variety of correspondence, reports, memoranda's, agendas, minutes, legal notices, resolutions, ordinances, contracts, policies, and procedures requiring judgment as to content, accuracy, and completeness, which requires knowledge of departmental and/or administrative operations, policies, and procedures and city.
  • Performs financial administrative support for the department by processing requisitions, invoice entry, credit card reconciliation and documentation, purchase orders tracking, and personnel time management.
  • Utilizes word processing and excel spreadsheet functions to tabulate and sort data and generate reports, worksheets, schedules, letters, memos, requisition, and other items of similar complexity.
  • Prepares, sets up, and maintains records for City meetings, including various Commissions and attends meetings to take official minutes requiring judgment as to content; and ensures compliance with legal notice requirements. Configures and operates video streaming software, edits audio and video content, and posts to City website.
  • Acts as custodian of department documents and records. Establishes and maintains filing systems, controls records, and indexes using independent judgment.
  • Assists with development and implementation of administrative services work group goals and objectives; and recommends administrative policies and procedures.
  • Communicates with staff, the public, council and commission members to provide information, direction, and advice related to administrative functions.
  • May assist in coordinating in the development, preparation, and administration of the annual department operation budget.
  • Assists with procurement and distribution of department materials and supplies; maintains inventory and orders office supplies as needed.
  • Issues solicitor's licenses to the public upon approval.
  • Attends relevant training and conferences to stay current with best practices.
  • Represents the City of Albany by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor.
  • Regards everyone, internal and external, as a customer and deliver the best service possible in a respectful and patient manner.
  • Works to create a high-performance work culture by demonstrating a positive attitude and modeling the City's mission, vision, and values. Conducts self with high integrity, proactive in conserving City resources, and seeks and incorporates customer feedback for ongoing performance improvement. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service.
  • Acts ethically and honestly; applies ethical standards of behavior to daily work activities and interactions.? Builds confidence in the city through own actions.?
  • Effectively promotes and supervises a safe work environment.? Complies with all safety rules and performs work in a safe manner.? Ensures staff maintain a safe working environment in compliance with Federal, State, and City health and safety guidelines and regulations.? Serves as a member of various City committees as assigned.?
  • Assists other staff in the performance of their duties as assigned.?
  • Arrives to work, meetings, and other work-related functions on time and maintains regular job attendance.?
  • Operates a motor vehicle safely and legally.??
  • Performs other related duties as required/assigned.?
  • An associate degree in business administration or closely related field with specialized course work in office administration such as typing, filing, and accounting and three years office work experience including administrative experience of an increasingly responsible nature; or an equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities.?
  • Possession of or ability to obtain a valid Oregon driver's license and a driving record that meets the City's driving standards.?
  • Must be a commissioned Notary Public, or the ability to obtain this commission within six months of job placement.
  • Knowledge of: computers, and database management systems, and electronic data processing and related equipment at advanced levels; modern office practices and procedures including business English, spelling, composition; accounting principles and practices; recordkeeping, purchasing, and administrative procedures.
  • Skill in: the operation of standard office equipment, including copy and fax machines, multi-line telephones, operating computers for data entry, word processing, presentation software, and spreadsheet programs and in the operation of listed tools and equipment used.
  • Ability to: perform independent research; use initiative, act independently, and make timely decisions; and effectively organize work and allocate time to multi-task efficiently and effectively; communicate effectively, verbally and in writing; understand and carry out written and oral instructions; establish and maintain effective working relationships with employees, other departments, and the public; handle stressful situations effectively; operate computers for data entry, word processing and/or accounting purposes; operate small office equipment, including scanners, copy and fax machines and multi-line telephone systems.?
  • Experience with governmental software for financial management, timekeeping, document management software, and human resources systems preferred.?
  • The City of Albany offers a generous benefits package to employees and eligible dependents.
  • This position is represented by American Federation of State, County, and Municipal employees (AFSCME).
© 2024 Teal Labs, Inc
Privacy PolicyTerms of Service