Administrative Assistant

Position Title:

Administrative Assistant

Union:

Represented

Department:

Community Services

FLSA:

Non-Exempt

Pay Grade:

15

Hours:

Full-time, Monday- Friday

Reporting Location:

Irrigon

Supervisory:

No

Type:

Administrative Support

Position Summary: Under the supervision of the Assistant County Administrator, the Administrative Assistant provides administrative support to the Community Services Department, including staff and management across multiple divisions. This position is responsible for managing office operations, assisting with public inquiries, supporting department events, coordinating communications, and maintaining organized records. The role requires interactions with various individuals, agencies, groups and the public.

Essential Job Functions:

Office and Administrative Support:

• Manage the day-to-day administrative functions of the Community Services Department.
• Establish and maintain effective working relationships with coworkers, subordinates, supervisors, elected officials, community partners, and the public.
• Provides administrative support to the Assistant County Administrator and department staff, including Veteran’s Services, Public Transit, Fairgrounds, Facilities, Parks, Tourism, and others as needed.
• Serve as the primary point of contact for the public, responding to inquiries in a courteous and professional manner.
• Respond to public inquiries regarding county-owned parks, RV sites, and camping facilities, including booking reservations and providing facility information.
• Establish and maintain organized filing systems for easy retrieval of information, extending resource management support to other divisions as needed. Schedule and coordinate meetings, events, and social gatherings for department staff, community partners, and the public. Record and transcribe meeting minutes accurately.
• Assist with preparing and tracking department budgets, grants, and related financial records.
• Serve as a Notary Public for the department and public.

Community Engagement and Event Coordination:

• Assist in the creation, design, and distribution of promotional materials, publications, and external communications regarding county events, services, and programs.
• Help support, promote, and write county newsletters, both internal and external for the dissemination of information.
• Manage and update the Community Services Department’s section of the County website and camping reservation platform.
• Promote public events and services through social media, digital media, and other communication platforms.
• Assist with planning, organizing, and coordinating special events, public gatherings, and community outreach programs as requested.
• Facilitate and coordinate facility reservations and rental agreements for county properties.
• Provide administrative support for grant management, including tracking expenditures and assisting with report preparation.
• Performs other duties as assigned to meet business needs.

Minimum Qualifications:

• Education: Associate’s degree in office administration, business management, or a related field.
• Experience: Two years of administrative or clerical experience.
• Or an equivalent combination of education and training that provides the knowledge, skills and abilities necessary to perform the essential functions of the position.
• License: Valid driver’s license or the ability to obtain one within 30 days of employment.

Preferred Qualifications:

• Experience: Prior local government or public service experience
• License: Oregon Notary Public Certification (or the ability to obtain one within 90 days of hire).

Skills/Abilities:

• Proficient in the use of computers, telephones, copy machines, scanners, and other standard office equipment.
• Skilled in operating an automobile, including a valid driver’s license.
• Competent in Microsoft Office Suite and other software as needed for daily tasks.
• Skilled in social media, digital media and other media to promote events, programs, and services.
• Strong writing and typing skills for the development and promotion of County services, events, and functions.
• Strong organizational and time-management skills, with the ability to prioritize multiple tasks effectively.
• Excellent verbal and written communication skills for clear and professional interaction with team members, clients, and stakeholders.
• Ability to work both independently and collaboratively in a team-oriented environment.
• Strong problem-solving skills with attention to detail and accuracy.
• Adaptable to changing priorities and capable of handling occasional high-stress situations effectively.
• Ability to maintain confidentiality.

Job Type: Full-time

Pay: $22.80 - $25.64 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Irrigon, OR 97844 (Required)

Work Location: In person

Salary : $23 - $26