Salary : $53,112.00 – $70,548.00 Annually
Location : Canby, OR
Job Type: Full Time
Job Number: 2023-00063
Department: Administration
Opening Date: 06/22/2023
Closing Date: Continuous
Purpose of Position
Provide confidential administrative support and assistance to the City Recorder, Mayor and Council, and the City Administrator. Assist with coordination of City Council, Urban Renewal Agency, Planning Commission and other Boards, Commission and Committee meetings and agendas ensuring compliance with laws governing public meetings, records, and elections. Assist the City Recorder at Council meetings and act as City Recorder in their absence, including signing of documents.
Supervisory Responsibilities
- Provides informal training/instruction to volunteers, students, and new employees.
This position will remain open until filled. The first applicant review will be on July 10, 2023.
Essential Job Functions
Duties and Responsibilities
The individual in this position is expected to engage in the following work-related activities.
- Provide administrative support and assistance as necessary to fulfill Council support functions, including but not limited to: courier duties, processing purchase requests, making purchases, set up, tear down and cleanup of Council chamber and meeting rooms. Coordinate the City calendar. Coordinate logistical matters for Council events.
- Provide administrative support and clerical duties to support the administration department.
- Provide customer service and reception duties for the administration department in person, on the phone, or via email or electronic methods. Accept payments and provide receipts. Take and relay messages for department personnel. Respond to routine, non-routine and technical questions from internal and external customers. Provides back up customer service and support at the front counter.
- Prepare Council packets and assist City Recorder as needed. Post meeting and public hearing notices for Council and Urban Renewal, and other boards, commissions and committee meetings. Electronically deliver packets to Mayor and Council members. Record meetings, prepare, distribute and file minutes.
- Schedule meetings, compose and type letters, greet visitors and answer telephone calls. Prepare reports, letters, charts, or other correspondence as necessary.
- Assist the City Recorder in maintaining the City’s inactive records indexing and storage in compliance with established laws and City ordinances. Ensure proper maintenance of all Council records and inactive records from all City departments. Prepare and/or process and record necessary legal documents with county recording section. Coordinate with City Recorder on codification and supplemental codification of all City ordinances. Assist with compliance of public meeting, public records, and election laws. Assist City Recorder in City Election Officer duties.
- Assist the City Recorder in administering the City’s records management program. Ensure documents are maintained as required by State and Federal archival laws. Ensure proper maintenance of City records by other departments, including filing, retention, destruction, microfilming, etc. Prepare and/or process and record necessary legal documents with county recording section. Assist in approving locations for the storage of inactive and archival records. Assist departments in the orderly disposition, including the destruction of records as authorized by the records retention schedule. Keep updated on the most efficient and economic means of destroying records. Assist City Recorder to develop and maintain a records disaster plan.
- May respond to public information requests. Provide general information and assistance to the public and City Staff. Answer questions related to City regulations and department policies. Assist the public and City staff in interpreting and applying City codes and ordinances. Direct public to the appropriate department for requested information. Provide timely, professional, and courteous response to requests for information.
- Provide excellent internal and external customer service.
- Maintain cooperative working relationships with City staff, other organizations and the general public.
- Follow all safety rules and procedures for work areas. Provide employees with basic job training and safety instruction. Actively support safety and loss control measures. Ensure employees are held to departmental safety and loss control standards.
- Performs additional duties as assigned
Job Qualification Requirements
Competency Profile
The individual in this position is expected to possess or acquire:
- Working knowledge and experience using web-based technology.
- Advanced knowledge of administrative and general office practices and procedures.
- Thorough knowledge of City Recorder procedures, applicable federal, state and local archival laws, records management, word processing and spreadsheet software, and operation of standard office equipment.
- Expert knowledge of business English composition, proof reading, spelling, punctuation, and grammar.
- Ability to follow complex, multi-person discussions, presentations, and testimony; synthesize and keep accurate minutes and records.
- Thorough knowledge of current City ordinances, resolutions and codes; ability to apply that knowledge.
- Ability to maintain confidentiality.
Minimum Qualifications
- High School Diploma or General Equivalency Diploma (GED)
- Two years experience as an executive assistant in a government position or four years experience as a lead administrative assistant, including two years of experience taking minutes and maintaining meeting records.
- Or any satisfactory combination of education, experience, and training that demonstrates the knowledge, skills, and abilities to perform the above duties.
- Public Notary certification or ability to obtain within six months.
- Certified Municipal Clerk designation or ability to obtain within three years.
Preferred Qualifications
- Knowledge of City Charter, ordinances, and resolutions.
Supplemental Information
Working Conditions
Mental effort
- Usually, normal concentration and deadlines with occasional periods of sustained deadline pressure.
Physical effort
- Minimal: The work is sedentary. While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility. Duties involve moving materials weighing up to 10 pounds on a regular basis such as files, books, office equipment, etc., and may infrequently require moving materials weighing up to 25 pounds. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, calculator, and standard office equipment.
Work environment
- Everyday Risks/Discomforts: Usual office working conditions. The noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises. The work area is adequately lighted, heated, and ventilated.
Travel requirements
Occasionally travels locally
Hours required
Occasionally works evenings
SUMMARY OF BENEFITS FOR NON REPRESENTED EMPLOYEES
(Benefits are pro-rated for part time employees working 20-39 hours a week)
Effective July 1, 2021
Retirement: The City of Canby participates in the Public Employees Retirement System (PERS) and Oregon Public Service Retirement Plan (OPSRP). The City pays the employees share of 6% of employee’s salary into the plan. The City participates in the PERS Sick Leave Provision and reports accrued/unused sick leave to PERS after the sick leave retirement benefit has been calculated (refer to Sick Leave).
Deferred Compensation: The City offers several options for participation in a 457 deferred comp plan. Participation is voluntary and contributions are made by the employee.
Vacation: Paid vacation is based on length of service (the accual rate per pay period is the annual rate divided by the total number of pay periods). Maximum accrual is five hundred (500) hours.
After one year 120 hours annually
After five years 200 hours annually
After fourteen years 240 hours annually
Vacation pay upon separation: An employee who terminates prior to completion of six (6) consecutive months of employment will not be entitled to payment for vacation leave. Those employees who have completed six (6) consecutive months of employment and separate from City employment, will be entitled to payment for accrued vacation leave. The last day an employee works will be their date of separation. An employee will not be allowed to extend their separation date by utilizing accrued leaves. An employee will not receive payment for more than the maximum accumulation allowed above.
Administrative Leave (for exempt employees): In recognition of additional hours worked and in lieu of overtime, exempt Director level employees are credited with fifty (55) hours of administrative leave annually. Other exempt employees are credited with forty (40) hours of administrative leave annually. Admin leave is use-it-or-lose-it and does not accrue or roll over year to year. Leave is pro-rated at hire (based on date of hire).
Flex Time: Exempt employees may flex work schedules as approved by the City Administrator to account for a minimum 80 hours per pay period. Accrued paid vacation (vacation, holiday, admin leave or sick leave) may be used in accordance with City policies to account for hours not worked each pay period.
Holidays: Employees are compensated for 12 holidays per year.
New Years Day – January 1
Dr. Martin Luther King’s Birthday – 3rd Monday in January
President’s Day – 3rd Monday in February
Memorial Day – Last Monday in May
Independence Day – July 4
Labor Day – 1st Monday in September
Veteran’s Day – November 11
Day after Thanksgiving – 4th Friday in November
Thanksgiving – 4th Thursday in November
Christmas Eve – December 24
Christmas Day – December 25
One Personal Holiday (8 hours)
Sick Leave: Employees earn ninety six (96) hours of sick leave annually (the accrual rate per pay period is the annual rate divided by the total number of pay periods). Upon retirement under the City’s retirement plan, an employee shall be compensated for fifty percent (50%) of their accumulated but unused sick leave. The number of hours of sick leave for which compensation is provided shall not exceed five hundred (500). Sick leave pay out at retirement will be contributed to VEBA.
Funeral Leave: In the event of a death in the employee’s immediate family, employee is entitled leave of absence with pay up to three (3) working days as may be necessary. The employee’s immediate family shall include the employee’s spouse, ex-spouse, child(ren), step-children, parent(s), brother(s), step-brothers, sister(s), step-sisters, grandparent(s), father-in-law, mother-in-law, brother-in-law, sister-in-law, aunts, uncles and grandchildren.
Family Medical Leave: The City will allow employees to take family and medical leave in accordance with State and Federal law. An employee shall utilize all accrued paid leave in excess of sixty (60) hours prior to taking unpaid leave.
Health & Welfare: Refer to Summary and Rate sheet for employee contribution amounts.
Disability Benefits:
- Workers Compensation – All employees are covered by Worker’s Compensation. This type of insurance covers employees in case of on-the-job injuries or job-related illnesses.
- Life Insurance – The City provides life insurance in the amount of one and one-half (1 ½) times an employee’s annual salary (maximum $150,000).
- AD&D – The City provides Accidental Death & Dismemberment insurance in the amount of one and one-half (1 ½) times an employee’s annual salary (maximum $150,000).
- LTD – The City provides a program of long term disability insurance.
- Supplemental Life Options and Short Term Disability – Available for purchase by employee. City does not contribute.
Flexible Spending Account (FSA): An FSA allows an employee to set aside a portion of earnings to pay for qualified medical or dependent care expenses. Money deducted from an employee’s pay into an FSA is not subject to payroll taxes. An employee can carryover up to $500 into the next year without losing the funds. Participation in flexible spending benefit is voluntary and the City does not contribute.
HRA VEBA: Non represented employees participate in an HRA VEBA program. Funding methods include sick leave payouts at retirements and $150 per month redirected employee salary. Additional information is available from Human Resources.
AFLAC: Optional benefits are available. The City does not contribute.
Cell Phone Reimbursement: Management employees may be eligible for a cell phone reimbursement upon prior approval from the City Administrator for the use of personal cell phones for City business.
01
How many years experience do you have as an executive assistant in a government position?
- No experience
- Less than 1 year
- 1 year to less than 2 years
- 2 or more years
02
How many years experience do you have as an administrative lead?
- 1 year to less than 2 years
- 2 years to less than 3 years
- 3 years to less than 4 years
- 4 or more years
03
Do you have a satisfactory combination of education, experience, and training that demonstrates the knowledge, skills, and abilities to perform the duties listed?
- Yes
- No
04
Do you have knowledge of City Recorder procedures?
- Yes
- No
05
Do you have experience with records management in a public sector environment?
- Yes
- No
06
Do you have a current Notary certification?
- Yes
- No
07
Do you have two years of experience taking minutes and maintaining meeting records?
- Yes
- No
08
Do you have experience in a position that required confidentiality?
- Yes
- No
09
Are you a Certified Municipal Clerk (CMC)?
- Yes
- No
Required Question