Administrative Specialist 1

Clackamas County, OR•Oregon City, OR

46d•$58,736 - $74,185•Hybrid

About The Position

Clackamas County's Sustainability & Solid Waste program provides education and technical assistance to residents, businesses and workplaces, schools, and events throughout Clackamas County so our community can reduce waste, conserve resources, recycle effectively, and adopt more sustainable practices. We also oversee garbage and recycling services provided by collection companies in unincorporated areas of the county to ensure residents and businesses receive timely service at a reasonable cost. We are seeking a motivated and collaborative individual with strong organizational, communication, and interpersonal skills to join our team as an Administrative Specialist 1. If selected for this position, you will provide paraprofessional administrative support to our program leads and management. In this role, you will be integral to the success of the program and will be expected to perform a variety of administrative duties and conduct research or studies to ensure the smooth flow of services and operations, which may include tracking, scheduling, and delivery of services. We are looking for individuals to contribute to a collaborative, partnership-focused environment within a highly functional team that has a strong focus on equity, sustainability, and public service. Clackamas County is committed to building a diverse workforce and provide different approaches to sustainability and waste reduction that reflect the community we serve. In that spirit, we encourage applicants of diverse backgrounds and experiences to apply.

Requirements

A minimum of one (1) year of administrative support experience, including all of the following:
Drafting, reviewing and preparing documents
Researching, tracking, and compiling information
Maintaining records in databases, spreadsheets, and paper filing systems
Experience preparing clear and concise reports
Experience with basic administration of accounts payable and accounts receivable tasks
Experience providing support to customers in person and over the phone
A minimum of one (1) year of experience with Microsoft Office Excel
A minimum of one (1) year of experience with Microsoft Office Word
Experience handling confidential information
Driving may be necessary for County business. For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license. Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation. For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment. Learn more about the County's driving policy
For Veterans qualified for Veteran's Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position.

Nice To Haves

Experience in managing, coordinating and scheduling events and calendars
Experience tracking expenditures
Experience with procurement processes and contract tracking
Experience following records retention policies and public records request procedures
Experience with onboarding/offboarding processes and equipment coordination
Experience supporting public sector programs, commissions, or advisory boards

Responsibilities

Assist with accounts payable and receivable: review invoices, assign account and service codes, prepare invoices for payment, and track department expenses.
Coordinate with budget authorities for signatures and process monthly telecom charges.
Receive, process, and track franchise fee reports; generate reports for Sustainability & Solid Waste (SSW) staff.
Maintain program equipment databases and monitor for replacement needs.
Coordinate onboarding/offboarding with DTD Admin, including user accounts, equipment, and access to shared email accounts and phone trees.
Purchase supplies using a P-card and maintain internal expense tracking.
Assist SSW staff with procurement submissions and track contracts and software subscriptions for renewals and balances.
Track Board of County Commissioners (BCC) schedules for SSW-related items.
Assist staff in gathering data for BCC packets (Issues, Policy Sessions, Staff Reports, Consent Agenda) for submission to DTD Admin.
Assist in preparing meeting packets and materials; schedule meetings (Zoom or in-person), track attendance, and compile agendas.
Maintain SWC membership records and serve as contact for PGA/ABC teams.
Manage intake of application materials and coordinate interviews with SSW and PGA staff.
Serve as primary contact for new SWC members.
Support onboarding/offboarding of new employees in collaboration with DTD Admin and the SSW Manager.
Maintain and update emergency "to-go" backpacks stored in vehicles and offices.
Manage staff meeting calendar, set facilitation schedules, and support meeting facilitation.
Create an annual staff meeting calendar with recurring discussion items.
Collaborate with the SSW Manager to improve processes related to meetings, payables, supplies, and daily operations.
Schedule and maintain fleet vehicle service appointments.
Track, monitor, and organize outreach materials; communicate needs with the Outreach team.
Serve as the first point of contact for customer service phone and email inquiries.
Triage inquiries and route to appropriate staff; respond to "Who's My Service Provider?" questions.
Determine appropriate retention schedules for all files (e.g., franchise materials, reports, SWC documents).
Maintain both electronic and hard copy files; coordinate with Records Management for storage and maintenance.
Convert BCC history documents into searchable formats (e.g., Word to data tables).
Assist with public records request responses.
Review, summarize, and track monthly reports from franchisees (transfer stations, recycling, processing, etc.) for accuracy and compliance.
Maintain franchise history and oversee the annual recycling license program.
Support staff in maintaining documentation and spreadsheets related to Opportunity to Recycle (OTR), the Regional Waste Plan (ARWP), and Recycling Modernization reporting requirements.
Maintain contact lists for Clackamas County cities.
Assist staff in scheduling meetings with city representatives.
Monitor intergovernmental agreements for compliance and communicate updates to the SSW Manager.

Benefits

Clackamas County proudly offers an attractive compensation and benefits package, including competitive wages, cost-of-living adjustments, merit increases (for eligible employees), and a robust sick and vacation plan for regular status employees.
We encourage and support employee health and wellness by offering, health and wellness classes and events, and alternative care benefits, so you can customize your wellness needs to fit your lifestyle.
Employee benefits become effective the first of the month following an employee's date of hire.
Generous paid time off package, including:
12 hours of vacation accrued per month
Eligible newly hired employees will have the one-time option to frontload their first year of vacation accruals in compliance with EPP 66 - Vacation Leave! This means you have access to vacation time at time of hire.
8 hours of sick accrued per month
10 paid holidays and 1 personal day per year
Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP):
Employer paid 6% PERS retirement contribution (The county currently pays the employee's share of the retirement contribution.)
OPSRP members get vested after five years of contributions or when they reach age 65
A Choice of Medical Plans that include chiropractic coverage, alternative care, vision, and prescription drug coverage
A Choice of Dental Plans
Robust EAP and wellness programs, including gym discounts and wellness education classes
Longevity pay
Other retirement Savings Options that allow for additional retirement funds savings, including an option to contribute a portion of employee earnings on a pre or post-tax basis to a 457b Deferred Compensation Plan
A variety of additional optional benefits