Administrative Assistant

City of Astoria; Astoria (OR); On-site; USD 2,755,000 - 3,444,000; Part time

Job summary

The City of Astoria seeks a part-time Administrative Assistant in the Public Works Operations division to support day-to-day operations during the software rollout, handling clerical tasks, scheduling, and customer service.

This limited-duration position is about 20 hours weekly, Monday–Friday, 8:00 AM–12:00 PM, anticipated to last through June 2027, with duties including document management, records, and file organization. The ideal candidate works well in a team and follows City policies.

Qualifications

• Two years of administrative or clerical experience.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Ability to communicate clearly in person, by phone and in writing.

Responsibilities

• Serve as initial contact for inquiries by phone, email, and in person.
• Assist with work order creation and tracking.
• Prepare and maintain department files and documentation.
• Draft and edit correspondence, notices, and reports.
• Support regulatory compliance tasks and data entry.
• Assist with project materials and public information releases.
• Maintain office supplies and records management.

Skills

Communication skills

Organizational skills

Multitasking

Customer service

Tools

Microsoft Office Suite

Adobe Acrobat

Job description

SUMMARY

The Public Works Operations division is seeking a part-time Administrative Assistant to provide additional administrative support for day-to-day operations during implementation of new software.
This is a limited-duration position and will perform a variety of administrative, clerical, and customer service support duties. The Administrative Assistant helps maintain efficient departmental operations by assisting staff with documentation, communication, scheduling, recordkeeping, and general support tasks.

SCHEDULE

This is a part-time position scheduled for approximately 20 hours per week, Monday-Friday, 8:00AM to 12:00PM. This is a limited duration position anticipated to last through the current fiscal year, which ends June 2027.

Interviews are expected to take place the week of September 14th.

ESSENTIAL FUNCTIONS

• Serves as the initial point of contact for public inquiries by phone, email, and in person; provides accurate information or routes inquiries appropriately.
• Assists with work order creation, tracking, and completion in the department's asset management or work order system.
• Prepares, organizes, and maintains departmental files, including permits, inspection reports, service requests, and project documentation.
• Drafts, proofreads, and edits correspondence, notices, memos, forms, and reports.
• Provides administrative support for regulatory compliance tasks, data entry, and reporting requirements.
• Assists with project materials such as spreadsheets, maps, presentations, and public information releases.
• Maintains office supply inventory and supports records management efforts.
• Maintains punctual, regular and predictable attendance.
• Works collaboratively in a team environment with a spirit of cooperation.
• Respectfully takes direction from the supervisor.
• Follows all safety rules and procedures established for various work areas.
• Follows policies, procedures, and guidelines as described in the City of Astoria Personnel Manual and other documentation related to this position.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of administrative support activities, office procedures, and operation of
  various office equipment.
• Ability to communicate professionally, both verbally and in writing.
• Ability to manage several ongoing projects and tasks as assigned.
• Intermediate to advanced computer skills using Windows, Microsoft Office Suite, Adobe, online resources or other industry-specific software.
• Ability to learn and administer software programs.
  

MINIMUM QUALIFICATIONS

Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Two years of administrative or clerical experience, preferably in a municipal, public agency, or similar setting; or an equivalent combination of education, training, and experience that demonstrates the knowledge, skills, and abilities required to perform the duties of the position.
2. Must have proficiency using Microsoft Office Suite (Word, Excel, and Outlook)or similar software
3. Ability to pass a City-required background check, including checks of Criminal, Social Security Trace, Sex Offender Registry

WORK ENVIRONMENT

While performing the duties of this job, the employee is occasionally required to stand, walk, and reach with hands or arms. The employee is regularly required to sit; use hands to finger, handle or feel; talk or hear. The employee must occasionally lift and/or move materials up to and over 25 pounds.

The noise level in the work environment is usually moderate (examples: business office with computers and printers).