Salary : $75,364.20 – $96,185.88 Annually
Location : Medford, OR
Job Type: Full-Time (with benefits)
Job Number: 2023-00250-02
Department: Parks, Recreation & Facilities
Opening Date: 07/17/2023
Closing Date: 7/24/2023 11:59 PM Pacific
Bargaining Unit: Non-Represented & Management
Summary
Join Our Parks, Recreation, & Facilities Team as an Office Administrator!
Are you an organized and detail-oriented professional looking for a dynamic and fulfilling administrative role? We are seeking a talented Office Administrator to join our team and play a vital role in ensuring smooth operations and efficiency within our organization.
Apply today and take the first step toward a rewarding career!
Minimum Required Qualifications:
- Graduation from high school or GED equivalent; and
- Four (4) years of progressively responsible administrative experience including two (2) years of supervisory experience.
Knowledge, Skills, and Abilities:
- Use of computer and other office equipment and programs effectively and efficiently.
- Excellent verbal, written and interpersonal communication skills.
- Solid knowledge of Microsoft Office Suite.
- Knowledge of basic bookkeeping and basic 10-key skills desirable.
- Budget management experience along with data analysis and financial forecasting.
- Possession of or ability to obtain Notary Public certification within 30 days of hire.
- Possession of a valid driver’s license by date of hire. New employees establishing resident status in the State of Oregon must obtain an Oregon driver’s license within 30 days (ORS 807.020 (1)).
- Must maintain acceptable driving record throughout employment.
This Position Includes Flexible Schedules:
- Monday – Friday, 8 hr/day
- 9-80 (nine-hour workdays with a three-day weekend every other week)
The anticipated hiring range for the Office Administrator position is $6,280.35 (first step) to $6,594.36 or $6,924.08 (second or third step). Directly related experience and qualifications will be evaluated alongside others who perform work of comparable character as required by Pay Equity Law. Six steps are included in this salary range, allowing opportunity for annual movement through the steps.
INSURANCE BENEFITS:
- Medical, vision and dental benefits for employee and family, paid at 100% by the City with the opportunity to buy-up to a lower deductible plan
- Life and Accidental Death and Dismemberment insurance – policy value of $50,000 paid by the City
- Long-term disability insurance provided by the City
- Health Reimbursement Account (HRA-VEBA) contributions provided by the City
RETIREMENT:
- Oregon Public Employee Retirement System (PERS) lifetime pension after retirement at no cost to employee
- PERS is 100% fully paid as the City pays both the employer and the employee’s (6%) contributions
- Deferred Compensation retirement plan (Section 457 Plan) for employee’s retirement planning
ADDITIONAL BENEFITS:
- Paid vacation, sick leave, and holidays
- Employee Assistance Program (EAP)
- The City’s Wellness Program promotes physical, social, emotional, intellectual, financial and environmental wellness with various goals and challenges to participate in throughout the year. Employees may qualify for wellness incentives by completing milestones set within the program up to $200 annually
- Access to the City’s fully equipped fitness center 24/7
About the City
Medford is one of the most beautiful areas of the Pacific Northwest and is located in Jackson County, Oregon. Situated in the heart of the scenic Rogue Valley, Medford, population 88,357, is the hub of Oregon’s fourth-largest metropolitan area. Located along I-5 in southern Oregon, just 20 miles from the California border, Medford is surrounded by breathtaking mountains in a region featuring world-class outdoor recreation opportunities, including Crater Lake National Park and the Oregon Coast. As the largest city between Eugene and Sacramento, Medford is a growing city with a high quality of life, a growing economy and a moderate climate.
Click on the links below to learn more about Medford.
Examples of Job Duties
These duties are a representative example; position assignments may vary depending on the business needs of the department and organization. This position:
OFFICE MANAGEMENT / ADMINISTRATION:
- Prepares, processes and maintains files for department documents, agendas, reports, correspondence and written materials.
- Collects pertinent data and information for reports and other key documents and communication.
- Assists in the preparation and monitors the department’s operating and capital improvement budgets, and processes fiscal, personnel and other administrative or program related records.
- Processes purchasing activities, recruitment and separation documentation, etc.
- Delegates, assists and maintains all payroll hours.
- Directs, supervises and evaluates the work performance of assigned staff, including selection, training, disciplinary action and termination.
- Delegates or serves as recording secretary to various department committees and commissions.
- Coordinates and completes department staff conference and travel arrangements.
PROGRAMS:
- Administers the department’s program registration and facility scheduling software program.
- Oversees all daily cash receipts processing for department facilities and accounting.
- Serves as the department’s liaison to the Finance and Legal Departments.
- Assists in preparing Agenda Items Commentaries for Council review.
- Assists in the monitoring of the department’s accreditation standards and makes recommendations as appropriate.
- Works with the Director implementing and evaluating internal staff training programs.
- Coordinates department’s contract preparation and processing; tracks on-going contracts and associated insurances.
- Oversees the reporting and accounting of department grants, and tracks all capital project costs.
- Responsible for newspaper and property owner notification for commission and Council actions.
CUSTOMER SERVICE:
- Responds to inquiries and requests for information from internal and external customers.
- Refers customer complaints to appropriate parties; tracks outcomes.
- Schedules appointments for department managers.
- Serves as a liaison with City departments, external organizations, agencies and citizens.
- Scope of assigned area will depend on departmental and/or citywide operational structure and is at the discretion of the Director or Assistant Director.
- Upholds the values of the organization and has strong customer service orientation.
- Must have the ability to handle job stress and interact effectively with others in the workplace.
- Must be honest and truthful in all tasks and responsibilities.
- Performs other related projects and duties as assigned.
- Demonstrates regular, reliable and punctual attendance.
Refer tothe Office Administratorjob description for physical requirements.
Supplemental Information
IMPORTANT (Please read): It is important your application shows all the relevant experience you possess. Applications may be rejected if incomplete. Resumes will not be accepted in lieu of an online application; an application will be considered incomplete with a “see resume” response.
In addition to resumes and cover letters, the City of Medford evaluates each applicant’s work history and responses to supplemental questions. Please complete the application and answer the supplemental questions thoroughly to ensure our subject matter experts can appropriately evaluate your experience as we compare applicants.
How to Apply: Please apply online; we do not accept applications via mail. Applications must be received by the posted closing date/time. A resume and cover letter must be submitted at the time of application.
Selection procedures and timelines subject to change. Those selected must be able to provide proof of legal right to work in this country. Hiring will be subject to successful completion of the following:
- Criminal history background investigation
- Favorable driving record
- Professional reference check
Questions or Assistance:
- If you have questions about the job posting, please contact the Human Resources department at (541) 774-2014.
- For technical assistance completing your online application, please contact Government Jobs at (855) 524-5627.
VETERAN’S PREFERENCE:
Qualifying veterans and disabled veterans may obtain preference during the hiring and/or promotional selection process. As verification of eligibility, a copy of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) must be uploaded with the online employment application. Disabled veterans must also upload a copy of the veteran’s disability preference letter from the U.S. Department of Veterans Affairs unless the information is included in the DD Form 214 or 215.
EQUAL OPPORTUNITY EMPLOYMENT:
The City of Medford is proud to be an equal opportunity employer. We do not discriminate based upon race, religion, color, national origin, marital status, sexual orientation, gender identity, gender expression, age, ancestry, status as a protected veteran, physical or mental disability, medical condition, pregnancy, genetic information, or any other status protected under federal, state, or local law.
ADA:
The City of Medford complies with the Americans with Disabilities Act. If you consider yourself disabled and require assistance in the application process, please contact (541) 774-2074 or email: ada@cityofmedford.org.
The City of Medford offers an excellent comprehensive benefit package to all full-time employees.
For more details, review the page of our website. This position is in the Non-Represented employee group.
01
Why are you interested in the Office Administrator position with the City of Medford’s Parks, Recreation, & Facilities Department?
02
How do you define outstanding customer service? Please provide an example of how you’ve provided outstanding customer service.
03
What steps do you take when juggling multiple simultaneous tasks? Provide a specific example.
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Provide examples of your experience in office administration and ensuring efficient workflow.
05
How would you describe your supervisory style? Provide an example.
Required Question