Address
Form of workPURPOSE:
Perform a variety of administrative duties in support of the City Manager and the Administration Department. Manage departmental projects and provide research and support to assist in completion. Develop budget recommendations and monitor on-going financial transactions for budget compliance; plan and coordinate initiatives and projects that support Department and Council goals. Coordinate activities of all City Departments to meet objectives of the City Manager.
DISTINGUISHING CHARACTERISTICS:
The Administrative Analyst provides responsible and complex administrative support to the City Manager, Department Heads and other staff in Administration with minimal oversight and direction.
SUPERVISION RECEIVED:
Receives supervision and direction from the City Manager.
SUPERVISORY RESPONSIBILITIES:
Employees in this classification may have indirect supervisory responsibility over subordinate clerical employees, usually on a project or temporary basis.ESSENTIAL JOB FUNCTIONS:
The duties listed below are only intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related and/or a logical assignment to the classification.
Answer the telephone for City Administration and determine the nature of calls; route callers to the appropriate person or take messages as necessary. Greet visitors to the Department in professional, business-like manner, screening requests and referring to other persons or departments as appropriate. Respond to general questions, concerns and complaints received from the public, both in person and over the telephone.
Demonstrate a high level of customer service on the phone and in person; demonstrate exceptional communication conferring with internal staff and the public to determine the nature of their concerns and requests; perform the necessary work on the most professional and courteous level with attention to detail; exercise respect for the customer's information, privacy, property, and physical space.
Prepare and/or type a variety of documents, including sensitive and/or confidential documents, such as letters, forms, proclamations, notices, memos, agendas, reports, statistical information, etc., from rough drafts and oral instruction; research, compile, and present data for special projects and various reports; synthesize information for newspaper, web, and/or other publications; perform administrative tasks necessary to manage contracts, grants, and other databases as required. Prepare requests for proposals; update and post content on websites; compose routine correspondence and reports with minimal instructions; complete departmental forms; prepare and/or coordinate the processing of Council meeting materials including by not limited to the Council Agenda and Council Look-Ahead.
Handle confidential and sensitive information; assist in development of initial departmental budget requests; monitor and review expenditures and prepare documentation for review on a regular basis; develop and recommend improved office procedures.
Plan, organize and arrange logistics for receptions for dignitaries and other official visitors to the City. Select and purchase appropriate gifts within limitations established by others. Arrange for necessary transportation, etc.
Establish and maintain a variety of files and records, including those of a sensitive and confidential nature; review and route incoming mail and materials; prepare outgoing mail for delivery; make copies of documents upon request from the public and other persons in compliance with laws and policies.
Manage departmental projects that improve the operations of City Administration and further City objectives and Council goals. Facilitate payroll for administrative staff reporting to the City Manager validating and submitting all time sheets by the deadline. Manage purchasing of equipment and supplies needed for City Administrative staff; process department billings and invoices for proper payment; issue purchase orders and track administrative expenses. Assist in the development of a department budget, monitor budget expenditures and review on a regular basis making recommendations for appropriations and adjustments to various accounts.
Review a wide variety of complex and technical issues concerning Council Agenda items, City Ordinances, resolutions and contracts. Identify and develop new programs, systems, procedures, and equipment specifications for the improvement of department performance.
Arrange accommodations for departmental and elected officials travel including lodging, mileage, and per diem. Provide administrative support for various meetings; prepare meeting room and materials; prepare, compile, and distribute materials for participants; take minutes as required.
Assist and support team performance and work cooperatively with other team members; communicate effectively in a positive manner; provide positive support to internal and external customers; performs as a member of the team; acts ethically and responsibly; supports and demonstrates engagement in diversity, inclusion and equity and maintains effective working relationships with others; demonstrates professionalism and respect in all workplace interactions.
Arrives to work, meetings, and other work-related functions on time and maintains regular job attendance.
Follow all safety rules and procedures established for work areas.
AUXILIARY JOB FUNCTIONS:
Maintain proficiency by attending training conferences and meetings, reading materials, and meeting with others in areas of responsibility.
Provide assistance to department personnel in such areas as computer software, form processing and completion, telephone operations etc.
May be required to serve as staff support to City Commissions or provide back-up to other City departments as needed.
Perform other work as assigned in a collaborative manner forming positive work relationships with other staff.MINIMUM QUALIFICATIONS:
EDUCATION, TRAINING AND EXPERIENCE
Education: Completion of 60 semester (or equivalent quarter) units from an accredited college or university with major coursework in business administration.
Experience: A minimum of five (5) years of technical administrative experience that included advanced administrative responsibilities and program management in a confidential office setting.
Substitution: Any satisfactory equivalent combination of education, training and experience that demonstrates the knowledge, skills and abilities to perform the duties of the job proficiently may substitute for the above requirements.
Desirable Qualifications: Experience in a government organization is desirable. Two (2) years working in a complex office environment with a high degree of discretion.
SPECIAL REQUIREMENTS
License: Possession of, or the ability to obtain and retain, an Oregon driver license by the time of appointment.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of:
Modern office practices, and department-specific methods, procedures, policies, and regulations.
The use of office automation, including computers, as well as standard business software.
Office management and administrative methods and procedures.
Principles and practices of customer service.
Programs, goals, and purpose of City Administration.
English grammar, spelling, vocabulary, and punctuation.
Business letter writing.
Common word processing, spreadsheet, and database software.
Ability to:
Exercise sound judgment when initiating processes, actions, and alternatives within established procedures and regulations.
Use computers and standard business software.
Prepare and analyze statistical data, tables, and charts.
Maintain confidentiality of documents, materials, and information.
Learn specialized automated systems used in the department.
Locate, identify, and correct inaccurate or incomplete information.
Communicate effectively, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
PHYSICAL DEMANDS:
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
(1) Mobility: frequent sitting for long periods of time; occasional bending or squatting. (2) Lifting: frequently up to 10 pounds; occasionally up to 25 pounds. (3) Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. (4) Dexterity: frequent use of keyboard; frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. (5) Hearing/Talking: frequent hearing and talking, in person and on the phone. (6) Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.
WORKING CONDITIONS:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed in a typical office environment and is subject to moderate noise.Please apply ONLINE at https://www.governmentjobs.com/careers/ashlandor
A completed City application must be filed online with the Personnel Office before the deadline shown above and may be supplemented with a resume of work experience. Resumes are NOT accepted in lieu of a completed City application. Resumes received without a completed City application will not receive a response from the Personnel Department.
Following a review of the applications, a limited number of the most highly qualified applicants may be invited via email to proceed further in the selection process. Those not selected for interview will be notified in email (no phone calls please). The applicant selected must provide, at the time of employment, appropriate documentation of citizenship, as required by the immigration and Naturalization Act of 1986.
A thorough background investigation will be completed on the candidate selected for hire.
The City of Ashland is an equal opportunity employer and will not discriminate against an employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, age, marital status, national origin or mental or physical disability unless based on a bonafide occupational qualification.
The City of Ashland will make reasonable accommodations for the disabled. Individuals with disabilities requiring accommodation in the application or testing process MUST inform the Personnel Office of the City of Ashland, in writing, no later than the final filing date as stated on the job bulletin. Applicants needing such accommodations should document the request, including an explanation as to the type and extent of accommodations needed to participate in the selection process. Employment Type: Hourly Full-Time
Perform a variety of administrative duties in support of the City Manager and the Administration Department. Manage departmental projects and provide research and support to assist in completion. Develop budget recommendations and monitor on-going financial transactions for budget compliance; plan and coordinate initiatives and projects that support Department and Council goals. Coordinate activities of all City Departments to meet objectives of the City Manager.
DISTINGUISHING CHARACTERISTICS:
The Administrative Analyst provides responsible and complex administrative support to the City Manager, Department Heads and other staff in Administration with minimal oversight and direction.
SUPERVISION RECEIVED:
Receives supervision and direction from the City Manager.
SUPERVISORY RESPONSIBILITIES:
Employees in this classification may have indirect supervisory responsibility over subordinate clerical employees, usually on a project or temporary basis.ESSENTIAL JOB FUNCTIONS:
The duties listed below are only intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related and/or a logical assignment to the classification.
Answer the telephone for City Administration and determine the nature of calls; route callers to the appropriate person or take messages as necessary. Greet visitors to the Department in professional, business-like manner, screening requests and referring to other persons or departments as appropriate. Respond to general questions, concerns and complaints received from the public, both in person and over the telephone.
Demonstrate a high level of customer service on the phone and in person; demonstrate exceptional communication conferring with internal staff and the public to determine the nature of their concerns and requests; perform the necessary work on the most professional and courteous level with attention to detail; exercise respect for the customer's information, privacy, property, and physical space.
Prepare and/or type a variety of documents, including sensitive and/or confidential documents, such as letters, forms, proclamations, notices, memos, agendas, reports, statistical information, etc., from rough drafts and oral instruction; research, compile, and present data for special projects and various reports; synthesize information for newspaper, web, and/or other publications; perform administrative tasks necessary to manage contracts, grants, and other databases as required. Prepare requests for proposals; update and post content on websites; compose routine correspondence and reports with minimal instructions; complete departmental forms; prepare and/or coordinate the processing of Council meeting materials including by not limited to the Council Agenda and Council Look-Ahead.
Handle confidential and sensitive information; assist in development of initial departmental budget requests; monitor and review expenditures and prepare documentation for review on a regular basis; develop and recommend improved office procedures.
Plan, organize and arrange logistics for receptions for dignitaries and other official visitors to the City. Select and purchase appropriate gifts within limitations established by others. Arrange for necessary transportation, etc.
Establish and maintain a variety of files and records, including those of a sensitive and confidential nature; review and route incoming mail and materials; prepare outgoing mail for delivery; make copies of documents upon request from the public and other persons in compliance with laws and policies.
Manage departmental projects that improve the operations of City Administration and further City objectives and Council goals. Facilitate payroll for administrative staff reporting to the City Manager validating and submitting all time sheets by the deadline. Manage purchasing of equipment and supplies needed for City Administrative staff; process department billings and invoices for proper payment; issue purchase orders and track administrative expenses. Assist in the development of a department budget, monitor budget expenditures and review on a regular basis making recommendations for appropriations and adjustments to various accounts.
Review a wide variety of complex and technical issues concerning Council Agenda items, City Ordinances, resolutions and contracts. Identify and develop new programs, systems, procedures, and equipment specifications for the improvement of department performance.
Arrange accommodations for departmental and elected officials travel including lodging, mileage, and per diem. Provide administrative support for various meetings; prepare meeting room and materials; prepare, compile, and distribute materials for participants; take minutes as required.
Assist and support team performance and work cooperatively with other team members; communicate effectively in a positive manner; provide positive support to internal and external customers; performs as a member of the team; acts ethically and responsibly; supports and demonstrates engagement in diversity, inclusion and equity and maintains effective working relationships with others; demonstrates professionalism and respect in all workplace interactions.
Arrives to work, meetings, and other work-related functions on time and maintains regular job attendance.
Follow all safety rules and procedures established for work areas.
AUXILIARY JOB FUNCTIONS:
Maintain proficiency by attending training conferences and meetings, reading materials, and meeting with others in areas of responsibility.
Provide assistance to department personnel in such areas as computer software, form processing and completion, telephone operations etc.
May be required to serve as staff support to City Commissions or provide back-up to other City departments as needed.
Perform other work as assigned in a collaborative manner forming positive work relationships with other staff.MINIMUM QUALIFICATIONS:
EDUCATION, TRAINING AND EXPERIENCE
Education: Completion of 60 semester (or equivalent quarter) units from an accredited college or university with major coursework in business administration.
Experience: A minimum of five (5) years of technical administrative experience that included advanced administrative responsibilities and program management in a confidential office setting.
Substitution: Any satisfactory equivalent combination of education, training and experience that demonstrates the knowledge, skills and abilities to perform the duties of the job proficiently may substitute for the above requirements.
Desirable Qualifications: Experience in a government organization is desirable. Two (2) years working in a complex office environment with a high degree of discretion.
SPECIAL REQUIREMENTS
License: Possession of, or the ability to obtain and retain, an Oregon driver license by the time of appointment.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of:
Modern office practices, and department-specific methods, procedures, policies, and regulations.
The use of office automation, including computers, as well as standard business software.
Office management and administrative methods and procedures.
Principles and practices of customer service.
Programs, goals, and purpose of City Administration.
English grammar, spelling, vocabulary, and punctuation.
Business letter writing.
Common word processing, spreadsheet, and database software.
Ability to:
Exercise sound judgment when initiating processes, actions, and alternatives within established procedures and regulations.
Use computers and standard business software.
Prepare and analyze statistical data, tables, and charts.
Maintain confidentiality of documents, materials, and information.
Learn specialized automated systems used in the department.
Locate, identify, and correct inaccurate or incomplete information.
Communicate effectively, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
PHYSICAL DEMANDS:
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
(1) Mobility: frequent sitting for long periods of time; occasional bending or squatting. (2) Lifting: frequently up to 10 pounds; occasionally up to 25 pounds. (3) Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. (4) Dexterity: frequent use of keyboard; frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. (5) Hearing/Talking: frequent hearing and talking, in person and on the phone. (6) Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.
WORKING CONDITIONS:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed in a typical office environment and is subject to moderate noise.Please apply ONLINE at https://www.governmentjobs.com/careers/ashlandor
A completed City application must be filed online with the Personnel Office before the deadline shown above and may be supplemented with a resume of work experience. Resumes are NOT accepted in lieu of a completed City application. Resumes received without a completed City application will not receive a response from the Personnel Department.
Following a review of the applications, a limited number of the most highly qualified applicants may be invited via email to proceed further in the selection process. Those not selected for interview will be notified in email (no phone calls please). The applicant selected must provide, at the time of employment, appropriate documentation of citizenship, as required by the immigration and Naturalization Act of 1986.
A thorough background investigation will be completed on the candidate selected for hire.
The City of Ashland is an equal opportunity employer and will not discriminate against an employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, age, marital status, national origin or mental or physical disability unless based on a bonafide occupational qualification.
The City of Ashland will make reasonable accommodations for the disabled. Individuals with disabilities requiring accommodation in the application or testing process MUST inform the Personnel Office of the City of Ashland, in writing, no later than the final filing date as stated on the job bulletin. Applicants needing such accommodations should document the request, including an explanation as to the type and extent of accommodations needed to participate in the selection process. Employment Type: Hourly Full-Time
