RECRUITMENT COMMUNITY ECONOMIC DEVELOPMENT DEPARTMENT ADMINISTRATIVE ASSISTANT

Transcription

1 Central Oregon Intergovernmental Council The Central Oregon Intergovernmental Council serves the local governments of Central Oregon, providing regional collaboration, efficiencies and service delivery for a strong local economy and quality of life. RECRUITMENT COMMUNITY ECONOMIC DEVELOPMENT DEPARTMENT ADMINISTRATIVE ASSISTANT POSITION SUMMARY Provides staff support for community and economic development activities within the Central Oregon region. Specific activities include, but are not limited to: providing general administrative and logistical support to Community and Economic Development (CED) Department projects and programs; providing staff support for regional commissions and committees; prevailing wage labor standards compliance monitoring on public works and community facility construction projects (training provided); maintaining project reporting schedule and assisting in the preparation of narrative and financial reports; communications with partners and funders; assisting with CED Department outreach activities; and meeting and other departmental logistic support, including preparation of meeting minutes. Must be courteous, professional and self-directed, and represent COIC in a manner that will maintain and promote the positive reputation of the organization. Works closely with the CED Program Administrators and Program Coordinator and directly reports to the CED Manager. A detailed job description for this position is available at ESSENTIAL JOB FUNCTIONS Staff Support for Regional Commissions and Committees Labor Standards Monitoring Grant/Contract Reporting Project Support General Administrative Support

2 MINIMUM EDUCATION & SKILLS REQUIRED High School graduate or equivalent plus four years of work experience in related field, or the equivalent combination of education and experience in related field may be substituted. COMPENSATION/BENEFITS The salary for this full-time, non-exempt position is a Grade 4; starting wage is $17.15 an hour. Low deductible Health Insurance includes dental and vision coverage for employee and dependents. Full time employees pay 10% of the total monthly premium. Life, Personal Accident and Long Term Disability Insurance 100% employer paid Deschutes On-Site Medical Clinic and Pharmacy (free and discounted services to employees and dependents). Flexible Spending Account Plan PERS retirement - In addition to the COIC employer contribution, COIC also makes the employee member contribution of 6% of salary. For complete PERS program details, log on to the PERS deferred compensation plans available Aflac supplemental insurance various plans are available Vacation leave 8 hours per month to start, with increasing accruals over time Sick leave 8 hours per month 9 paid holidays Paid CET transit pass APPLICATION PROCESS The application deadline is Wednesday, August 16, 2017 To be considered, please submit a completed COIC employment application, a cover letter, and resume including a list of three professional references to: employment@coic.org. If you are unable to scan and your application packet, you can also fax to (541) COIC s employment application and full job description for this position are available at Your application, cover letter and resume must be received in the Hawthorne Station Administration Building NE Hawthorne Avenue, Bend OR no later than Wednesday, August 16, 2017 COIC is an equal opportunity employer/program. We will take appropriate steps to ensure that persons with disabilities, including persons who are deaf, hard of hearing, or blind, or who have other sensory or manual impairments, have an equal opportunity to participate in our services, activities, programs and other benefits without cost to the person.

3 Job Title: Administrative Assistant - CED Supervisor: Yes No Grade Level: 4 (Complete New Job Description Grading sheet HR- 0030) Department: CED Department Manager: Scott Aycock CENTRAL OREGON INTERGOVERNMENTAL COUNCIL JOB DESCRIPTION Effective June 1, 2011 Revised July 25, 2017 Status: Exempt Non-Exempt FTE P-T : Percentage: Temporary Work Location: Hawthorne Reports to: Scott Aycock Safety-Sensitive Position: Yes No Subject to Drug/Alcohol Testing: Yes No POSITION SUMMARY: Provides staff support for community and economic development activities within the Central Oregon region. Specific activities include, but are not limited to: providing general administrative and logistical support to Community and Economic Development (CED) Department projects and programs; providing staff support for regional commissions and committees; prevailing wage labor standards compliance monitoring on public works and community facility construction projects (training provided); maintaining project reporting schedule and assisting in the preparation of narrative and financial reports; communications with partners and funders; assisting with CED Department outreach activities; and meeting and other departmental logistic support, including preparation of meeting minutes. Must be courteous, professional and self-directed, and represent COIC in a manner that will maintain and promote the positive reputation of the organization. Works closely with the CED Program Administrators and Program Coordinator and directly reports to the CED Manager. ESSENTIAL JOB FUNCTIONS Staff Support for Regional Commissions and Committees: Support the Central Oregon Area Commission on Transportation (COACT), including public notifications, packet development and distribution, meeting setup, note-taking, follow-up correspondence between meetings, and generally support the CED Manager in staffing the COACT. Provide similar assistance to additional commissions or committees for which CED is retained to provide staff support Labor Standards Monitoring: Work in a team with the CED Program Administrator and Program Coordinator Conduct state and federal prevailing wage monitoring and on-site interviews with workers on public works and community facility construction projects. Training will be provided for these work tasks. Grant/Contract Reporting: Maintain a grant/contract reporting schedule, and assist CED team members with report development and submission Assist in communications with funding partners Project Support: Work in a team with the CED Natural Resources and Environment Program Administrator to support COIC s role with the Ochoco Forest Restoration Collaborative, Deschutes Collaborative Forest Project, Wild Horse Plan, and Deschutes Trails Collaborative Provide meeting logistics support: development of agendas and packets, secure venues, meeting set up, note-taking, communications/correspondence, track attendance records, update member contact information, and other tasks as needed. Provide similar support for other projects as identified.

4 General Administrative Support: Assist the CED Manager with CED team meetings and follow-up activities, CED Board reports, scheduling appointments, communications and correspondence, and other assistance as needed. Assist with CED Department outreach and marketing activities, including regular notices, press releases, public meetings, and other activities as identified. MINIMUM EDUCATION & SKILLS REQUIRED Educational/Experience Requirements: High School graduate or equivalent plus four years of work experience in related field, or the equivalent combination of education and experience in related field may be substituted. Essential Knowledge, Skills and Abilities: Be able to work on detailed projects and follow established guidelines, requirements, and policy. Have the ability to plan for effective use of time in support of a variety of projects and programs. Possess good written and verbal communication skills. Ability to work in a team as well as independently and problem solve solutions. Knowledge of basic office procedures, machines, practices, and business English. Proficient in Excel, Word and MS Office. Familiarity with Gmail and Google Calendar. Must be able to transcribe and type a variety of materials from a variety of sources. The following are preferred but not required: Familiarity with a public sector/government environment. Familiarity with community and economic development, planning, and/or natural resource concepts Ability to work with complex information, goals, and partner organization dynamics. Basic Job Requirements: Integrity - Job requires being honest and ethical Dependability - Job requires being reliable, responsible, and dependable, and fulfilling obligations Attention to Detail - Job requires being careful about detail and thorough in completing work tasks Cooperation - Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude Initiative - Job requires a willingness to take on responsibilities and challenges Must maintain client and agency confidentiality Must have the ability to work independently and effectively without close supervision as well as within a team environment Utilize effective time management and organizational skills Regular attendance with minimal unplanned leave is essential for this position. Mobility to work in a typical office setting and use standard office equipment Must pass a criminal and driving background check Valid Oregon driver s license and access to private vehicle or equivalent means of transportation Physical Requirements: While performing the responsibilities of the job, the employee is required to clearly communicate in person or over the telephone. Vision abilities required by this job include close vision to read printed materials and a computer screen. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Occasional lifting up to 20 pounds. May be required to drive a motor vehicle to travel to various work sites. Reasonable accommodation may be made for some of these physical demands for otherwise qualified individuals who require and request such accommodation.

5 Work Environment: In an office setting primarily in a climate controlled open environment with minimal safety/hazard potential. The noise level in the work environment is usually low to moderate. Exposure to Confidential Information: HIPAA: Yes No Payroll: Yes No This job description is not all inclusive and is subject to change. Additional duties and tasks may be assigned, as necessary. Employment remains AT-WILL at all times. Employee Signature: H.R. Manager Signature: Supervisor Signature: