Office Specialist I
Office Specialist I
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Job Description
The mission of the UFSWQD is toequitably reduce flood risk and prepare for and respond to flood emergencies by maintaining levees conveying water when necessary and finding innovative and naturebased ways to live with more water around us while supporting community safety and the regions economic vitality contributing to the health of the river and watershed planning for a more climateresilient future and promoting equity in all we do.
The UFSWQD manages the flood safety system in northern Multnomah system prevents 8000 residents 60000 businesses 2000 acres of natural habitat and critical services such as Portland International Airport and the regions secondary supply of drinking water from being flooded by the Columbia River.
Job Description
This position is open from Wednesday April 16 until filled. Applications must be received by 11:59 pm on Sunday May 4 2025 to be considered for the first review.
The Urban Flood Safety & Water Quality District is seeking an Office Specialist to perform administrative support tasks on site at our District Office. The position will be primarily responsible for providing front desk and receptionduties andproviding administrative and clerical support to managers and other staff members.
The position is full time nonexempt. While there may be occasional opportunities for remote work this position will primarily work on site at the district office.The positionreportsto the Policy and Administration Manager.
Examples of Duties
Front Desk & Reception Duties
On Site front desk reception phone and gate monitoring receive packages provide customer service to visitors andanswers/directscalls.
Manages common office areas including meeting and break rooms andprovidesupport for use of those rooms including meeting planning and setup.
General Onsite Office Management
Ordersofficeandshopsupplies both by specific request from other staff and routine regular ordering to ensure supplies are available
Management of Breakroom including ordering of supplies and equipment maintenance andpurchasing. Lead for shared duties such as emptying dishwasher organizing cabinets ensuring space is tidy.
Support foronsitemeetings and events including coordination and support of conference room use room set up food/supply ordering and minor tech support.
Administrative support
Provide administrative support for district staff including support for onsitemeetingsclericaltasks such as typingrunning errands drivingand data entry.
Provide direct support for engineering and operations staff on specific tasks such as scheduling coding receipts and invoicesandmeeting support.
Provide clerical and scheduling support for executive team members includingscheduling andcalendar management.
Develop systems and processes for loggingandtracking certifications and training for operations team members.
Provide clerical support for safetyandother staff committees and internal meetings.
It is the duty of all employees to: Perform other duties as assigned;
Strive to achieve the Mission Vision and Values of the organization;
Perform the duties assigned during an emergency;
Complete required Incident Command System training within90 daysof hire;
Remain within a 10hour response time during the Districts Partial Emergency Activation or as specified by the Executive Director;
Work well with community and be a strong ambassador forUFSWQD; Exemplify the workplace safety culture.
Create a culture that promotes respect inclusion and equity for the diversity of people in our workforce and community.
Minimum Qualifications
Knowledge of:
Microsoft Office e.g.Excel Word Outlook)
Basic internet usage and search skills
Ability to:
Learn quickly collaborate effectively and adapt quickly in a fastpaced environment.
Organize and prioritize.
Work collaboratively with staff and other stakeholders.
Ability to recognize deviation from standard procedure and/or accepted practice and to seek guidance when deviations occur.
Useinitiative andindependent judgement within established guidelines
Attend work on time.
Communicate effectively in a customer service environment both in writing and inperson.Operatingcompany vehicles for errands transportationanddeliveries
Education Experience and Special Requirements:
Valid state drivers license
High school diplomaorequivalent
12years ofgeneraladministrativeexperience includinga high levelof customer service
Preferred skills & qualifications:
Associates degree in business administration communications or related fields
Experience in a professional office setting
Experience in roles requiringmanaging competing priorities andanticipatingneeds of a variety of stakeholders
Supplemental Information
Working Environment:This position works onsite with opportunity for occasional remote work as approved bymanager. UFSWQDreserves the right to change the remote work policy.Hoursmay vary but should fall between 7:00 am and 5:00 pm. However there are projects that may require time in the field.Employees are required to utilize the appropriate PPE for their time in the field.During flood fighting season October 15th May 15th employees may be asked to perform levee and drainage inspections or serve in somecapacitywithin the districts Incident Management Team during emergencies. Accommodation:Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in this process. Assistance will be gladly provided upon request for any applicant with sensory or nonsensory disabilities. Please contact Tracy Olmedo ator for any questions on accessibility or accommodation during the hiring process
Veterans Preference:Under Oregon Law qualified veterans may be eligible for Veterans Preference when applying for UFSWQD positions. If you are a veteran and would like to request Veterans Preference for this job please provide qualifying documents (Copy of the Certificate of Release or Discharge from Active Duty DD Form 214 or 215; Disabled Veterans must also submit a copy of their Veterans Disability Preference Letter from the U.S. Department of Veterans Affairs) with your application submittal in the attachments section. Documentation must be received by the closing date and time of this recruitment for the applicant to receive Veterans Preference.
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 sexual orientation disability for which a reasonable accommodation can be made or any other status protected by law.
This position is not represented.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
