Office Specialist

Urban Flood Safety & Water Quality District • Portland, OR

1d • Onsite

About The Position

The District manages the flood safety system in northern Multnomah County. The system reduces flood risk for 8,000 residents, 60,000 businesses, 2,000 acres of natural habitat, and critical services such as Portland International Airport and the region’s secondary supply of drinking water from being flooded by the Columbia River. This position is open from Wednesday, July 22 until filled. To be considered for first review, applications must be received by 11:59 pm on Sunday, August 2nd. Resumes will not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete. Are you a highly organized, customer-focused professional who thrives in a fast-paced environment? We are seeking an enthusiastic Office Specialist to serve as the welcoming face of our organization and provide critical administrative support across multiple departments. This role is ideal for someone who enjoys variety, takes initiative, and finds satisfaction in keeping an office running smoothly while supporting leadership and organizational goals. The Office Specialist performs tasks for all administrative aspects of the office, including board support. The position will be primarily responsible for providing administrative and clerical support to relieve managers and other staff members of administrative duties. Under limited supervision, performs assignments that are semi-routine in nature and of moderate complexity, requiring the exercise of limited discretion and judgment in choosing between predetermined options. Requires the ability to recognize deviation from standard procedure and/or accepted practice and to seek guidance when deviations occur. Normally receives general instruction on routine work and detailed instruction on new assignments. Reading, problem-solving, and communication (oral, listening and written) skills equivalent to those obtained by completing high school or commensurate experience. Requires familiarity with common office software. May require specific knowledge of functional/department operations.

Requirements

• Knowledge of Microsoft Office (e.g., Excel, Word, and Outlook)
• Basic internet usage and search skills
• Ability to manage time, organize workload, handle multiple tasks simultaneously, and prioritize work in a changing environment.
• Show initiative in performing job functions and manage tasks and time effectively to meet multiple schedules and timelines.
• Communicate clearly, both verbally and in writing.
• Prepare correspondence, and other documents.
• Communicate information to a variety of audiences.
• Learn quickly, and adapt quickly in a fast-paced environment
• Create positive relationships and work environments: Maintain cooperative working relationships with partners, stakeholders, and members of the public.
• Attend work on time
• High School Diploma or equivalent
• Valid state driver’s license
• 3-5 years with increasing responsibilities

Responsibilities

• Front desk and reception duties
• Customer service and interaction with the public and stakeholders
• Follow administrative procedures
• Manage common office areas such as meeting rooms and break room
• Basic purchasing and maintenance of office supplies and office equipment
• Calendaring/scheduling
• Data entry and word processing
• Correspondence
• Basic research, drafting, editing, revising of documents
• Mail processing
• Meeting and event planning and setup, including A/V needs
• Prepare minutes and meeting materials as needed
• Update and maintain office procedures manual
• Run errands outside of the office
• Occasional night and weekend shifts may be required to support board meetings and other events.
• Ad hoc department support for projects or ongoing tasks
• Assist with hiring processes
• Provide assistance to the Executive Director and other division Directors and Managers
• Perform other duties as assigned
• Strive to achieve the Mission, Vision, and Values of the organization
• Apply an equity lens to your work to ensure barriers to participation are removed and harm is reduced
• Comply with public records requirements and other District policies
• Perform the duties assigned during an emergency
• Complete required Incident Command System training within 90 days of hire
• Remain within a 10-hour response time during the District’s Partial Emergency Activation or as specified by the Executive Director
• Work well with community and be a strong ambassador for the Flood Safety District
• Exemplify the workplace safety culture.
• Create a culture that promotes respect, inclusion, and equity for the diversity of people in our workforce and community.

Benefits

• Equitable pay practices in compliance with the Oregon Pay Equity Act requirements
• Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in this process.
• Assistance will be gladly provided upon request for any applicant with sensory or non-sensory disabilities.
• Veterans’ Preference under Oregon Law

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED