Salary : $44,424.00 – $57,286.00 Annually
Location : Canby, OR
Job Type: Full Time
Job Number: 2023-00072
Department: Finance
Opening Date: 09/07/2023
Closing Date: 9/24/2023 11:59 PM Pacific
Position Overview
The City of Canby is looking for a Full Time Office Specialist I to join our team in the Finance Department. This customer service position will serve as the main point of contact for visitors to the City offices.
Perform a variety of routine administrative support activities of a limited to moderate complexity which contribute to efficient office operations and require a basic understanding of department and City programs and procedures.
The OSI is distinguished from the OSII in that duties are less varied, more routine in nature, and the work is performed under close supervision.
Duties and Responsibilities
The individual in this position is expected to engage in the following work-related activities.
- Provide customer service for assigned department. Greet visitors and answer telephone, determine nature of visit/call, direct to appropriate person, or take and relay messages in absence or preoccupation of department personnel. Respond to routine questions from internal and external customers.
- Schedule appointments, meetings and venues. Maintain office schedules, calendars and related organizational processes.
- Use word processing software to type routine letters, memos and other material from rough draft and/or verbal instruction. Proofread, review for grammar, and edit documents as necessary.
- Compile information and reference materials for supervisor, or as requested by the public, which may require selecting appropriate data from various sources, and preparing summaries and reports as requested. Enter data into computer system from a variety of documents.
- Perform a variety of routine administrative activities, such as photocopying, mail, faxing, filing, sorting documents, etc. Process and distribute incoming and outgoing mail.
- Maintain files and records to ensure easy retrieval, safety and integrity of files and records, in accordance with established retention guidelines.
- Maintain cooperative working relationships with City staff, other organizations and the general public.
- Follow all safety rules and procedures for work areas.
- Duties as assigned may include: Accept and receipt payments, coordinate department specific processes.
- Performs additional duties as assigned
Job Qualification Requirements
Competency Profile
The individual in this position is expected to possess or acquire:
- General knowledge of office practices and procedures
- Knowledge of customer service practices
- Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar
- Skilled in reading comprehension, speaking and writing
- Ability to use word processing and spreadsheet software
- Knowledge of clerical practices
- Knowledge of research methods, report composition and preparation techniques
- Ability to operate general office equipment
Minimum Qualifications
- High School Diploma or General Equivalency Diploma (GED)
- One year of general office experience
- Or any satisfactory combination of education, experience, and training that demonstrates the knowledge, skills, and abilities to perform the above duties.
Preferred Qualifications
- Knowledge of municipal government functional areas
Working Conditions and Supplemental Information
Mental effort: Normal concentration and attention to detail with normal deadlines.
Physical effort: Minimal: 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 5 pounds on a regular basis such as files, books, office equipment, etc., and may infrequently require moving materials weighing up to 10 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: require normal safety precautions typical of offices, meeting and training rooms, e.g., use of safe work practices with office equipment. The work area is adequately lighted, heated, and ventilated. The noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises.
Travel requirements: Travel rarely required
Hours required: Work outside of regular hours rarely required
SUPPLEMENTAL INFORMATION
Additional Information:
Final candidates will be subject to a criminal background check and reference checks as part of the contingent employment offer process. Certain positions at the City of Canby will also require a drug screen.
Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 verification process confirming authorization to work in the United States.
The City of Canby is an equal opportunity employer.
Applicants with disabilities who need a reasonable accommodation to participate in the recruitment and/or selection process should contact
The City of Canby prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at the City of Canby are based on business needs, job requirements, and individual qualifications, without regard to race, color, age, religion or belief, gender, sexual orientation, ability, family or parental status, or any other status protected by state and federal law. We do not tolerate discrimination or harassment based on any of these characteristics.
Status of Your Application:
City of Canby only accepts applications through our online application system at For technical assistance, please call 855-524-5627.
You will be advised by email of your status at each step in the applications process and through your applicant portal. Please note that the City of Canby communicates with all candidates via email. If you “opt out” or “unsubscribe” from email notifications from governmentjobs it will impact our ability to communicate status updates with you.
Reasonable Accommodation Statement:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform.
Veteran’s Preference Statement:
Applicants are eligible to use Veteran’s Preference when applying. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.
DOCUMENTS REQUIRED:
- MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) – OR – Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
- Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.
- You can request copies of your military service record through the National Archives website at: http://www.archives.gov/veterans/military-service-records
For information regarding Veteran’s Preference qualifications, visit the following website: http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq
SUMMARY OF BENEFITS FOR AFSCME REPRESENTED EMPLOYEES
(Benefits are pro-rated for part time employees working 20-39 hours a week)
Effective July 1, 2022
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 accrual rate per pay period is the annual rate divided by the total number of pay periods). All regular employees who have been employed with the City for at least six (6) months are eligible for vacation benefits. The maximum vacation accrual limit is 280 hours.
1-3 years 80 hours annually
4-8 years 120 hours annually
9-13 years 160 hours annually
14 + years 200 hours annually
Comp Time: Employees may elect additional time off from work in lieu of payment for overtime work performed. Maximum accrual allowed is sixty (60) hours.
Longevity: Employees become eligible for longevity pay in the amount of one and a half
percent (1.5%) of the base salary after completing ten (10) years of continuous
employment with the City of Canby. Employees become eligible for longevity pay in the
amount of two percent (2%) of their base salary after completing 20 years of continuous
employment with the City.
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 his/her accumulated but unused sick leave. The number of hours of sick leave for which compensation is provided shall not exceed five hundred (500). 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 Collective Bargaining Agreement for current language regarding health insurance benefits. See rate sheet for current 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.
AFLAC: Optional benefits are available. The City does not contribute.
01
How many years of general office experience do you have?
- No experience
- Less than 1 year
- 1 year but less than 2 years
- 2 years but less than 3 years
- 3 or more years
02
Briefly describe your experience in a customer service role.
03
Do you have experience accepting and receipting payments?
- Yes
- No
04
If yes, please explain.
Required Question