Administrative Assistant

Douglas County Museum

Full Time Position / Position works 40 hours per week, includes excellent full-family benefit package, PERS/OPSRP retirement and availability of deferred compensation retirement savings.

Onsite (Courthouse complex) childcare available at a discounted employee rate through Roseburg Professional Childcare (Fowler St. location only).  Availability is subject to center waitlist. 

 Job Summary: 
This position provides administrative coordination to the Museum programs and services, project or program management requiring budget accountability, contracts, staff research and analysis, budget coordination.

Essential Functions: 
This is not an exhaustive or all-inclusive list of responsibilities, skills, duties or functions associated with the job.  

• Provide administrative coordination in planning and coordinating department programs; develop internal control procedures, practices and policies; interpret policy and procedure; meet with and coordinate informational meetings with department staff. Coordinate work unit with other department divisions and programs.
• Prepare or direct and oversee the preparation of varied and complex reports, fiscal records involving independent research, analysis, surveys, statistical data and administrative studies; make recommendations based on research. Maintain department confidential records and files and manage payroll records.
• Supervise, coordinate and prioritize work activities of support staff; offer assistance as needed, and determine best solution when problems arise. Ensure compliance with regulatory standards. Assume accountability for work performed within unit. Is involved in selection, work plan preparation, training and evaluation of staff. Interpret policy and procedure.
• Participate in the department budget process by requesting, coordinating collection and projections of information; monitor fiscal recordkeeping; verify information; develop, administer, and monitor assigned budget areas.
• Administer and monitor department grants, contracts, subcontracts and leases; establish and maintain related recordkeeping and reports; assist in or coordinate department contracting process, including the development of requests for proposal.
• Independently plan, prepare and distribute department legal notices, public meeting notices, press releases, publicity, advertising, newsletters, agendas and minutes; participate in administrative coordination of public displays for the department.
• Represent the department to the public, other departments and agencies and answer questions, solve problems and interpret policies and procedures. Interpret to public and other departments or divisions information requiring a knowledge of department regulations, policy and procedures in order to resolve complex issues.
• Represent manager or department at meetings; provide assistance role to boards and committees related to department. Participate in management meetings; assist in development of policy and procedure.
• Assume responsibility for unit computer systems and equipment, data base development and maintenance

SKILLS/QUALIFICATIONS: 
This is not an exhaustive or all-inclusive list of responsibilities, skills, duties or functions associated with the job. 
Any equivalent combination of education and experience, which demonstrates the knowledge, skills and abilities required, will be considered. however, the following is preferred: 

• Bachelor's degree in public or business administration or related field
• Associate's degree in business administration or related field and two years progressively responsible work experience in office management, program management and/or supervisory experience
• At least four years related work experience which includes supervisory and/or program management experience

Knowledge of: Considerable knowledge of principles and practices of administration including fiscal management, budget preparation, personnel and program management; considerable knowledge of fiscal monitoring and budget coordination techniques and procedures; considerable knowledge of contract preparation and administration; considerable knowledge of database development, statistical data collection and research techniques and procedures.  Skill in: proficient use of computer software (including but not limited to Microsoft Word, Excel, Power Point, Outlook); collecting, monitoring analyzing and reporting data; working with contracts and financial work sheets; collecting and analyzing data for department operations and programs; report writing and composing correspondence; processing information utilizing automated equipment.  Ability to: Communicate effectively in both oral and written forms; conduct research and establish and maintain detailed and accurate records, reports and statistical data; utilize problem identification and resolution techniques; remain calm and use good judgment during confrontational or high pressure situations; make decisions independently in accordance with established policies and procedures, establish new procedures when applicable, and use initiative and judgment in completing tasks and responsibilities; plan, organize, assign, coordinate and review work of staff; maintain confidentiality; courteously meet and deal effectively with other employees, other departments, other agencies, advisory boards, committees, consultants, contractors, vendors and the public.

Required

• At time of appointment, must possess valid Oregon drivers license 
• Regular and consistent attendance  

Position requires driving.  Finalist will be required to provide a driving history that meets the Douglas County Driver Policy as part of contingent offer of employment.   While not part of initial applicant screening, the finalist for this position may be required to pass a criminal history background check as part of a contingent offer of employment. 

To learn more about this position, please review the position classification.

Questions?  Contact Human Resources by e-mail at hr@co.douglas.or.us or ph: (541) 440-4405

Douglas County is an Equal Employment Opportunity Employer.
  Douglas County Statement on Equal Employment Opportunity

 If you require any special assistance at any point during the application or selection process and would like to request an accommodation due to a disability, please e-mail a description of your request to Human Resources.

Salary : $22 - $29