Administrative Specialist II -Public Works at City of Milwaukie, OR

About the Department

Are you a highly organized, detail-oriented administrative professional with a passion for public service? The City of Milwaukie Public Works Department is seeking a dedicated Administrative Specialist II to join our team!

This is an advanced-level administrative, clerical, and customer service position that supports the diverse operations of the Public Works Department. This includes critical areas like water, wastewater, stormwater, transportation, fleet, facilities, urban forestry, and climate action programs.

You'll be working independently, providing front-line customer service and managing essential tasks such as data entry, document preparation, and records maintenance for internal and external stakeholders. Strong attention to detail and the ability to manage multiple priorities are key to success in this role.

Position Duties

• Customer Service: Serve as a first point of contact for the public in person and over the phone, resolving inquiries and service requests related to utilities, tree permitting, erosion control, and general Public Works services.

• Administrative Support: Type, format, edit, revise, and proofread a variety of documents and materials, including technical and legal documents. You will also compose correspondence and reports, create forms, charts, and spreadsheets, and provide administrative support to all Public Works program areas.

• Data and Records: Enter, update, and verify data in departmental systems and databases. You will maintain accurate files and records, comply with records retention policies, and maintain documents related to infrastructure, work orders, and environmental compliance.

• Financial Tasks: Prepare and reconcile financial records, track departmental information, collect cash, issue receipts, and reconcile cash transactions.

Minimum Qualifications

Who We're Looking For

• Education: 
  • High school diploma or GED.
• Experience: Two years of progressively responsible administrative, clerical, or customer service experience.
• Skills:

  • Intermediate to advanced skills in Microsoft Office (Word, Excel, Outlook, Access).

  • Strong interpersonal skills and the ability to respond courteously to the public.

  • Ability to learn and navigate multiple software systems (e.g., Bonfire, GovBuilt, Accela).

  • Ability to work independently and as part of a team.

  • Must possess or be able to obtain a valid driver's license or alternate means of transportation.

  • Some assignments may require obtaining a Public Notary Commission within six (6) months of hire.

Other Qualifications

Application Process: To be considered for this position, all applicants must submit a complete application, including complete work history. To maintain the city's anonymous application review process, resumes and cover letters are not required and will not be reviewed as part of the initial screening process.

Diversity and Inclusion: At the City of Milwaukie, we understand that a diverse workforce strengthens our organization. We value diversity and support a positive and welcoming environment where all of our employees can thrive. 

Equal employment opportunity: All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, marital status, familial status, gender identity and expression, sexual orientation, disability for which a reasonable accommodation can be made, or any other status protected by law.
 
Accommodation: Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in this process. To obtain confidential assistance please contact Human Resources 503-786-7507.
 
Veterans' Preference: Under Oregon Law, qualified veterans may be eligible for veterans' preference when applying for positions with the City of Milwaukie. If you are a veteran and would like to be considered for veterans' preference for this job, please attach qualifying documents in the application process.

Hybrid Work Options: This job class is not eligible for remote or hybrid work options in accordance with the city's telework policy. This position may be eligible for a flexible work schedule such as 4-10s or a 9/80 schedule.
 
Compensation: The salary range for this overtime-eligible union represented position is $4,466 - 5,706 per month. The starting pay assignment, based on an analysis of the successful candidate's related experience and education as documented on the employment application in accordance with the city's pay equity policy and the Oregon Equal Pay Act, would generally be no higher than $5,430 per month.
 
A summary of benefits offered to City of Milwaukie employees can be found on the benefits tab of the job posting or on the city's website.

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