Administrative Aide/Assistant Recorder

$37,440 - $49,920/Yr

City Of Drain - Drain, OR

Full-time - Entry Level

Drain, OR

Executive, Legislative, and Other General Government Support

About the position

The City of Drain is seeking a dedicated Administrative Aide/Assistant Recorder to join our Administration Department. This full-time, temporary position is designed to support the City Administrator by performing a variety of secretarial and administrative duties. The role is crucial in maintaining accurate records of all ordinances, resolutions, and proclamations issued by the Mayor and City Council. The successful candidate will be responsible for project management and assisting with grant writing, which are significant components of this position. Given the nature of the work, the individual will frequently handle sensitive and confidential information and will interact regularly with elected officials, employees, and the public. In this role, the Administrative Aide/Assistant Recorder will be expected to maintain regular attendance and adhere to the working hours. Key responsibilities include typing various documents such as memos, letters, resolutions, ordinances, and reports from rough drafts or recordings. The individual will also assist in preparing and organizing agendas for City Council and Planning Commission meetings, including publishing and posting notices. The position requires the ability to conduct independent research on various subjects and disseminate information to administrative staff and the public as needed. Additional duties include computing payroll, taxes, and employee benefits, as well as preparing reports related to these functions. The Administrative Aide will coordinate safety committee meetings, maintain the Material Safety Data Sheet master book, and manage the master calendar. The role also involves providing support for administrative staff by maintaining cemetery records, handling accounts receivable and payable tasks, and assisting with the preparation of the annual budget and audit. The candidate will be expected to prepare professional correspondence, draft letters, and compile reports as required. Other duties may be assigned as necessary.

Responsibilities

• Perform secretarial and administrative duties for the City Administrator.
• Maintain true and exact copies of all ordinances, resolutions, and proclamations of the Mayor and City Council.
• Assist with project management and grant writing.
• Type memos, letters, resolutions, ordinances, reports, and background information for agenda items.
• Prepare, organize, and type agendas for City Council and Planning Commission meetings.
• Publish and post notices for meetings.
• Collect, prepare, and distribute Council information packets.
• Process ordinances, resolutions, and other paperwork as needed.
• Assist with maintaining the City records system.
• Conduct independent research on various subjects and disseminate information.
• Compute payroll, taxes, employee benefits, and complete related reports.
• Coordinate safety committee meetings and prepare agendas and minutes.
• Maintain the Material Safety Data Sheet master book.
• Manage the master calendar and provide administrative support.
• Assist with maintaining cemetery records and accounts receivable/payable tasks.
• Prepare draft letters, staff reports, and presentations.

Requirements

• High school diploma or GED.
• 3 to 5 years of administrative support experience.
• One year of experience providing administrative support.
• One year of experience as a Public Notary.
• Skilled in data entry and organization.
• Detail-oriented with a high degree of accuracy.
• Ability to meet challenging and changing deadlines.
• Excellent problem-solving skills.
• Strong written and verbal communication skills.
• Ability to multitask and conduct independent research.
• Proficient in MS Outlook, Word, Excel, and PowerPoint.
• Superior customer service skills.
• Ability to operate standard office equipment.

Nice-to-haves

• Experience in project management.
• Customer service experience (1 year preferred).

Benefits

• Dental insurance
• Health insurance
• Life insurance
• Retirement plan
• Vision insurance