Springfield, Oregon

Springfield Employment

Thank you for your interest in employment with the City of Springfield.

We strongly encourage prospective applicants to review the City of Springfield's Recruitment and Selection Process before applying for a position with the City. 

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Fire and Life Safety
Posting Number: 2019-11
Job Title: Administrative Assistant- TEMPORARY
Closing date: 04/22/2019
Closing time: 05:00 PM
 Grade A12 (Journey Level), Non-exempt. This is non-represented position. 
Job Class: Office/Clerical
Job Hours: May work flexible schedule based on operational needs
Salary: $14.36- $16.52 (usually steps 1-4 on 9 step schedule), depending on qualifications and Grade.
 Non-benefited; Oregon Sick Leave Applicable (See City Administrative Regulation 03-08.05.b)

Do you have excellent telephone or face-to-face customer sales experience? Do you have database management and data entry skills? We are interested in finding applicants who have the experience necessary to be successful as an Administrative Assistant for our FireMed program.

This is a temporary position with an expected duration from April- July 2019.

Position Overview:
Under the general supervision of a manager, supervisor, or professional, the temporary Administrative Assistant position is assigned to the Fire and Life Safety Department and will be part of a team supporting the FireMed Ambulance Membership program.
Please see attached Job Addendum for additional information about this position.
Summary of Essential Duties:
• Accessing specialized databases to include retrieving electronic files, updating data and taking appropriate action.
• Processing payments including electronic check scanning and credit card transactions.
• Recording payments, reconciling, and balancing cash, checks, and credit card payments in data batches.
• Creating correspondence and reports using various formats, to include: Microsoft Office, Word, and Outlook.
• Processing and tracking mail and payments
• Communicating professionally via phone, email, letter or fax.
• Operating basic office equipment including multi-line phones, network computers and printers, copiers, fax machines and a variety of commonly used office equipment.
• Answering phones and in-person questions in order to assist members and complete sales

Education/ Experience:
High School diploma or GED; and sufficient experience as necessitated:

• 2 or more years of clerical experience with increasing complexity. Formal business training/education may be substituted for up to half of the required experience.
• Preference may be given to candidates with previous membership database management experience, sales experience, and managing complex membership updates.

Any equivalent combination of knowledge, skills, education, and experience may be considered.

Licensing and Certification:
• None

Knowledge, Skills and Abilities:

•  Knowledge of office practices and procedures
•  Knowledge of the correct use of punctuation, spelling, sentence structure, and vocabulary,
•  Knowledge of basic arithmetic
•  Knowledge of filing and recordkeeping techniques
•  Knowledge of basic personal computer operating procedures and programs
•  Ability to perform a wide variety of clerical, office assistance and support work of average difficulty
•  Ability to learn City, department, and unit procedures and policies as they apply to the duties of the position
•  Ability to learn the correct use of City forms and standardized documents
•  Ability to utilize spreadsheet and database systems sufficiently to perform assigned duties
•  Ability to assist in the training and orientation of new employees
•  Ability to process incoming and outgoing mail
•  Ability to operate departmental office equipment
•  Ability to receive unit visitors in person and via telephone and provide the necessary information or referral
•  Ability to type sufficiently to perform the duties of the position
•  Ability to work harmoniously with other employees and the general public.
Testing and Selection:
Top candidates will be invited to interview, and will be emailed directly with additional information.  The City uses an online reference checking solution called Pre-Hire 360ฎ from SkillSurvey.  Top candidates will be asked to provide names and email addresses for up to five professional references (including two supervisors) that can provide information about your work performance.

All testing and selection processes will be done in accordance with the Oregon Veteran’s Preference in Public Employment Law.

How to Apply:
The on-line Application and Qualifying Questionnaires must be received electronically prior to the closing date/time listed at the top of this job posting. Please review our Tips for Applying page for more information about how to complete your application materials. The “Apply for this Job” link below will start the application process. You are allowed to upload a copy of your resume and/or cover letter as part of the application, but these two items are not required unless otherwise indicated in the posting. After completing the application, the questionnaire(s) and the voluntary EEOC form follow. The last page of the application process allows you to print your application information if you choose. You are not allowed to review your information after moving to the next page of the process.
Before clicking “Apply for this Job” below, please preview the application and questionnaires (both can be viewed by clicking on the links below).   Once you begin the online application process you will not be able to save your work and return at a later time.  Most applicants prepare their application materials ahead of time using word-processing software and then cut and paste their responses into the online application. The application only allows for four employers as part of your work history. Please use the form (linked below) to include additional work history. Email completed form to HR@springfield-or.gov before the closing date/time of this posting.
Applicants who include a valid email address will receive a system-generated email verifying that the application has been received.  If you do not receive a system-generated email verifying receipt of your application, your application may not be eligible for consideration for this position.  We recommend that you add our email domain (@springfield-or.gov) to your "safe senders" list in your email software to ensure that you receive communication from us.  Please contact us at 541-726-3705 if you have any questions.

Veterans Preference Points:
The City of Springfield recognizes the extensive contributions of men and women who have served in the Armed Services. As a veteran, you may be entitled to preference when seeking employment with city government. If you would like to claim Veteran's Preference points, please submit a completed form (linked below) along with the appropriate documentation prior to the closing date listed at the top of this job posting. You may submit your documents via mail, email, fax or in person (please see form for contact information). If you have any questions, please contact Human Resources at 541-726-3705 or HR@springfield-or.gov   for more information.

Additional Information and Forms:

•Work History Continuation Form
• Veteran's Preference Form

NOTE: This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract.


Click here to download a job application in PDF format
Click here to download a job description in PDF format
Click here to download a supplemental questionnaire in PDF format

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