Administrative Support Coordinator

Klamath County•Klamath Falls, OR

2d•$21 - $26

About The Position

This position provides administrative assistance to the Public Works Department (PW). Primary responsibility is providing supportive services to individuals that come into the PW’s office or contact PW’s by telephone or other electronic means. Also provides administrative support to PW’s Leadership as assigned. This position also shares responsibility for optimizing processes for overall department efficiency and effectiveness.

Requirements

High school diploma or general education degree (GED).
Minimum of three (3) years clerical experience.
General knowledge Accounting software; Microsoft Access Database software; Internet Explorer software; Payroll systems; Microsoft Excel Spreadsheet software, AI software, Microsoft Word, Word Processing software, and Google Calendar.
Oregon Driver’s License
KNOWLEDGE OF: County Policies & procedures
KNOWLEDGE OF: Multi-line phone systems
KNOWLEDGE OF: Scheduling processes and practices
KNOWLEDGE OF: Record keeping and reporting techniques.
KNOWLEDGE OF: Working within set timelines, meeting deadlines, organizing time
KNOWLEDGE OF: Basic statistical record-keeping practices.
KNOWLEDGE OF: Modern office practices, procedures, and techniques
KNOWLEDGE OF: Modern office equipment and machinery and their intended use
KNOWLEDGE OF: A variety of computer systems and software, including web-based programs.
KNOWLEDGE OF: English composition, spelling, and grammar.
KNOWLEDGE OF: Word processing, database, and computer entry
SKILL IN: Competently performing the duties of this position with frequent interruptions.
SKILL IN: Supporting the general public in a courteous, professional manner.
SKILL IN: Understanding, interpreting and applying department rules, procedures and policies with good judgment, while carrying out a variety of technical and administrative support duties. Applying newly assigned procedures and practices to specific work assignments.
SKILL IN: Maintaining accurate and complete records.
SKILL IN: Learning new tasks.
SKILL IN: Quickly learning and applying rules, regulations, and policies applicable to the office, work area.
SKILL IN: Obtaining facts and discerning relevant, significant information.
SKILL IN: Entering data and numerical information into a computer system with speed and accuracy, and maintaining electronic records, files and databases.
SKILL IN: Preparing and maintaining a variety of records.
SKILL IN: Using computers and software programs.
SKILL IN: Performing a wide variety of difficult and responsible clerical and office support work.
SKILL IN: Prioritizing and organizing work responsibilities with and without deadlines.
SKILL IN: Teamwork - Balancing team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.
ABILITY TO: Establish and maintain appropriate professional demeanor and boundaries at all times.
ABILITY TO: Provide quality customer service
ABILITY TO: Access and use various computer systems and software
ABILITY TO: Accurately and effectively perform the various assigned tasks and duties following general procedure and program policies
ABILITY TO: Understand and effectively follow oral and written instructions, communication, and procedures
ABILITY TO: Communicate effectively both orally and in writing
ABILITY TO: Follow departmental routines, procedures, and policies
ABILITY TO: Demonstrate courteous behavior when interacting with general public and County staff.
ABILITY TO: Work independently, while recognizing when to reach out to supervisor for support and questions.
ABILITY TO: Take personal responsibility for the quality and timeliness of work.
ABILITY TO: Show up to work on time.
ABILITY TO: Meet productivity standards, deadlines, and work schedules.

Responsibilities

Serves as receptionist; answering routine inquiries and providing general information; assist callers and office visitors by providing accurate information and referring them of the appropriate personnel or community resource.
Provide thorough, professional, and friendly customer service. Must be able to remain professional in difficult situations that may arise when dealing with the public at the front counter or on the phone.
Perform numerous clerical, organizational, and office support tasks that may include electronic filing, scanning and data entry. Assists with the preparation of correspondence and memos as assigned.
Inputs time card data for all Public Works employees and distribute Foreman Reports daily.
Prepare Springbrook batches for cash receipts to be sent to the Finance department.
Assist Accounting Specialist as needed with Weed Control duties during weed season.
Assist public with processing applications and payments for address, driveway & utility permits.
Assist public with surveying and road research, in the PW’s research room.
Assist Surveyor with map copying/billing and deposits.
Maintain, oversee and order office supplies, and specialty item orders.
Open and distribute mail and/or packages to appropriate staff.