Administrative Assistant I presso City of Albany, OR

About the Department

Are you an organized, detail-oriented professional who thrives in a fast-paced, dynamic environment? The City of Albany is seeking an Administrative Assistant to play a key role in supporting the Community Development Department’s daily operations. This position is ideal for someone who enjoys balancing administrative precision with meaningful public service.

In this role, you’ll coordinate a wide range of administrative and clerical functions that keep the department running smoothly—from preparing official documents and managing records to overseeing financial processes, timekeeping, and legal notifications. You’ll work closely with staff, City leadership, and the public, providing exceptional service while ensuring accuracy, compliance, and confidentiality in all administrative functions.

The Administrative Assistant serves as a vital link between internal operations and public-facing services—helping maintain transparency, accountability, and efficiency in the City’s community development initiatives. If you take pride in professional excellence, value collaboration, and are ready to contribute to a high-performing, customer-focused team, we invite you to apply.

GENERAL PURPOSE

This position coordinates the administrative work of the department, including oversight of routine and complex clerical and administrative functions of a sensitive and legal nature; provisions of financial management services, including accounts payable, timekeeping management, timely distribution of legal documentation, including notices of decision, public hearing notices, and executive sessions. This position also provides a high level of administrative day-to-day support to department staff; and performs related duties as assigned.

Position Duties

The duties listed are intended only as illustrative examples of the various types of work that may be performed by individuals in this classification.  Any of the following duties may be performed.  These examples are not necessarily performed by all incumbents and do not include all specific essential functions and responsibilities the incumbent may be expected to perform.

1. Performs complex administrative work in transcribing, composing, typing, proofing, and editing a variety of correspondence, reports, memoranda’s, agendas, minutes, legal notices, resolutions, ordinances, contracts, policies, and procedures requiring judgment as to content, accuracy, and completeness, which requires knowledge of departmental and/or administrative operations, policies, and procedures and city.
2. Performs financial administrative support for the department by processing requisitions, invoice entry, credit card reconciliation and documentation, purchase orders tracking, and personnel time management.
3. Utilizes word processing and excel spreadsheet functions to tabulate and sort data and generate reports, worksheets, schedules, letters, memos, requisition, and other items of similar complexity. 
4. Prepares, sets up, and maintains records for City meetings, including various Commissions and attends meetings to take official minutes requiring judgment as to content; and ensures compliance with legal notice requirements. Configures and operates video streaming software, edits audio and video content, and posts to City website. 
5. Acts as custodian of department documents and records. Establishes and maintains filing systems, controls records, and indexes using independent judgment. 
6. Assists with development and implementation of administrative services work group goals and objectives; and recommends administrative policies and procedures.
7. Communicates with staff, the public, council and commission members to provide information, direction, and advice related to administrative functions.
8. May assist in coordinating in the development, preparation, and administration of the annual department operation budget. 
9. Assists with procurement and distribution of department materials and supplies; maintains inventory and orders office supplies as needed.
10. Issues solicitor’s licenses to the public upon approval.
11. Attends relevant training and conferences to stay current with best practices.
12. Represents the City of Albany by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor. 
13. Regards everyone, internal and external, as a customer and deliver the best service possible in a respectful and patient manner.
14. Works to create a high-performance work culture by demonstrating a positive attitude and modeling the City’s mission, vision, and values. Conducts self with high integrity, proactive in conserving City resources, and seeks and incorporates customer feedback for ongoing performance improvement. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service.

15. Acts ethically and honestly; applies ethical standards of behavior to daily work activities and interactions.? Builds confidence in the city through own actions.?
16. Effectively promotes and supervises a safe work environment.? Complies with all safety rules and performs work in a safe manner.? Ensures staff maintain a safe working environment in compliance with Federal, State, and City health and safety guidelines and regulations.? Serves as a member of various City committees as assigned.?
17. Assists other staff in the performance of their duties as assigned.?
18. Arrives to work, meetings, and other work-related functions on time and maintains regular job attendance.?
19. Operates a motor vehicle safely and legally.??
20. Performs other related duties as required/assigned.?

Minimum Qualifications

Supervision Received/Review of Work

Works under the general guidance and direction of the Community Development Director. 

Lead Work/Coordination of Work of Others

This is a non-supervisory position. Lead work/coordination of work of others is not a typical function assigned to this position. Incumbents in this position will provide training and orientation to newly assigned personnel.?

Other Qualifications

MINIMUM QUALIFICATIONS

Education and Experience:

An associate degree in business administration or closely related field with specialized course work in office administration such as typing, filing, and accounting and three years office work experience including administrative experience of an increasingly responsible nature; or an equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities.? Experience with governmental software for financial management, timekeeping, document management software, and human resources systems preferred.?

Special Requirements:

• Possession of or ability to obtain a valid Oregon driver's license and a driving record that meets the City’s driving standards.?? 
• Must be a commissioned Notary Public, or the ability to obtain this commission within six months of job placement.

Knowledge, Skills, and Abilities: 

Knowledge of: computers, and database management systems, and electronic data processing and related equipment at advanced levels; modern office practices and procedures including business English, spelling, composition; accounting principles and practices; recordkeeping, purchasing, and administrative procedures.

Skill in: the operation of standard office equipment, including copy and fax machines, multi-line telephones, operating computers for data entry, word processing, presentation software, and spreadsheet programs and in the operation of listed tools and equipment used.

Ability to: perform independent research; use initiative, act independently, and make timely decisions; and effectively organize work and allocate time to multi-task efficiently and effectively; communicate effectively, verbally and in writing; understand and carry out written and oral instructions; establish and maintain effective working relationships with employees, other departments, and the public; handle stressful situations effectively; operate computers for data entry, word processing and/or accounting purposes; operate small office equipment, including scanners, copy and fax machines and multi-line telephone systems.?

WORK ENVIRONMENT

The work environment is primarily that of an office job and the noise and temperature levels are moderate. Travel is not a regular part of this classification, except for attending training sessions and conferences as necessary or running administrative errands.

PHYSICAL DEMANDS

The factors described herein are representative of, but not all-inclusive of, those that must be met by an individual to successfully perform the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Detailed information may be available in a supplemental Job Task Analysis document.

The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.  Additionally, the following physical abilities are required:

• Balancing: sufficient to maintain body equilibrium to prevent falling while walking, standing or crouching on narrow, slippery, or erratically moving surfaces. The amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.
• Climbing: sufficient to ascend or descend ladders, stairs, scaffolding, ramps, poles and the like, using feet and legs and/or hands and arms. Body agility is emphasized.
• Crawling: sufficient to move about on hands and knees or hands and feet.
• Crouching: sufficient to bend the body downward and forward by bending leg and spine.
• Feeling: sufficient to perceive attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
• Fingering: sufficient to pick, pinch, type, or otherwise work, primarily with fingers rather than with the whole hand as in handling.
• Grasping: sufficient to apply pressure to an object with the fingers and palm.
• Handling: sufficient to pick, hold, or otherwise work, primarily with the whole hand.
• Hearing: sufficient to perceive the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound. 
• Kneeling: sufficient to bend legs at knee to come to a rest on knee or knees. 
• Lifting: sufficient to raise objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles. 
• Mental Acuity: sufficient to make rational decisions through sound logic and deductive processes.
• Pulling: sufficient to use upper extremities to exert force in order to draw, haul or tug objects in a sustained motion.
• Pushing: sufficient to use upper extremities to press against something with steady force in order to thrust forward, downward or outward.
• Reaching: sufficient to extend hand(s) and arm(s) in any direction.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking: sufficient to express or exchange ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Standing: Particularly for sustained periods of time. 
• Stooping: sufficient to bend body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles. 
• Talking: sufficient to express or exchange ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Visual Acuity: sufficient to observe violations of codes, to effectively operate standard office equipment; ability to read and write reports, correspondence, instructions, drawings, etc.
• Walking: sufficient to move about on foot to accomplish tasks.

TOOLS & EQUIPMENT USED

In the performance of job duties, the employee will use computers for data entry, word processing and/or accounting purposes including accounting, timekeeping, and human resources systems; operate small office equipment such as printers, scanners, copy and fax machines; presentation technologies; multi-line phone; and other related tools and equipment.?

Safety Equipment:

Develops safe work habits and contributes to the safety of self, co-workers, and the public.

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