City of Boardman Hiring for CITY CLERK/HUMAN RESOURSES Job at Boardman, OR Full Time

Please apply for this job at cityofboardman.com

Essential competencies of this job are described under the headings below. They may be subject to change at any time. The omission of specific statements of duties, does not exclude them from the position, if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee, and is subject to change as the needs of the employer and requirements of the job change.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, providing that an accommodation(s) does not create an undue hardship for the employer, remove an essential job function, and/or create a direct safety threat to the individual or others.

GENERAL POSITION SUMMARY:

A person holding this position is expected to uphold confidentiality to the highest standards. About 35 percent of this position will be dealing with Human Recourses and 65 percent will be duties of the City Clerk. They will perform a variety of administrative, payroll, and human resource management. These include production, storage, and retrieval of official records. Working closely with the City Manager, Assistant City Manager, Finance Director, and other Department Heads. Must be able to work independently without the need of constant supervision. This position serves as the City’s Election Officer and provides administrative support to the City Council and City Manager.

ESSENTIAL FUNCTIONS:

Unless specifically identified as a “Non-Essential Job Function”, the information included in this job description, and any referenced supplemental documents, is considered an “Essential Job Function”. Temporary modifications to provide reasonable accommodations, or transitional work assignments, do not waive any of the essential functions for this position.

The following information is not all-inclusive. Other job duties, as assigned.

TASKS, TOOLS & TECHNOLOGY:

Tasks

Custodian of official city records including contracts, retention schedule, minutes, City vehicle titles and registrations, certification and recording of legal documents, liens, proper maintenance, publication, storage and destruction of official City records and public documents.

Designated Clerk of Council.

Attend all Council, Urban Renewal Agency, and work session meetings; monthly evening meetings and occasional weekends.

Compile and distribute agendas and packets.

Schedule meetings, locations, issue media notifications and notices.

Writes Council letters, drafts Resolutions and Ordinances.

Acts as City Elections Officer. Manages City elections in accordance with City Charter and state law including official notifications/communications with County Clerk and certifying candidates.

This position is responsible for Human Resources. This includes keeping personnel files current and orderly, schedule and coordinate required employee certifications, trainings, and testing. Is responsible for assisting employees with benefits, enrollment, FMLA/OFMLA claims and insurance. Responsible for updating job descriptions, personnel policies and proposes updates to the Personnel Policy manual.

Responsible for payroll and related tasks including, but not limited to reviewing timesheets, processing payroll, payroll reports, taxes, and payroll liabilities.

Monitors and tracks insurance policies, project files, leases, water rights, agreements, contracts, franchise fee files, complaints, Council/Committee terms, and any other legal City document, as may arise.

Prepare and submit the Annual Population Report.

Provide Public Notary Services.

Respondent to Requests for Public Records.

Schedules and coordinates trainings and relevant travel arrangements for staff and Council.

Responsible for Public Notices, posting on City social media sites, website, city e-mail, newsletters, media contacts, etc.

Handles office maintenance requests.

Responsible for Petty Cash, company credit cards, and fuel/fleet cards.

Sort and distribute mail and correspondence.

Become cross-trained in other office duties, in order to be able to fill-in.

Type reports and correspondence or the City Manager, as needed or requested.

Performs other administrative and executive assistance responsibilities, as assigned by the City Manager.

Tools

Computer and monitor, 10-key calculator, Cash drawer, Receipt printer, All-in one Printer, Fax, Scan, General office equipment: reception phone, staplers, adhesive/tape, hole punch, desk, filing cabinets, Archiving files, folders, and boxes.

Technology

CASELLE Connect, X-Press Bill Pay, MS Office, CitizenServe software, other various software and web portals, as become necessary or applicable.

KNOWLEDGE, SKILLS & ABILITIES:

Knowledge

Basic arithmetic mathematical knowledge is necessary. Good customer service and office telephone etiquette are essential. Intermediate knowledge of MS Office. Familiarity with office procedures and systems. Familiarity with and ability to learn web-based software and applications. Knowledge and understanding of local governmental practices, rules, and regulations will be necessary. Must possess or obtain an Oregon Notary Public commission within 180 days of hire.

Skills

Computer skills are a must. Must have excellent organizational skills. Work well in a team and individually. Must be able to work well, under time constraints, to meet deadlines. Communication skills are necessary. The skill of operating basic office equipment and receptionist skills are necessary. Bi-lingual in English and Spanish is ideal.

Abilities

Ability to manage and prioritize a variety of tasks and duties in an effective and efficient manner. Have the ability to maintain records, understand and follow specific instructions and procedures, prepare and print routine correspondence, reports, labels and/or other basic written materials. Must be able to exchange accurate information with customers or the public when they have inquiries. Must be able to detect account balances and status, in software. Must have the ability in learning and adapting to keep up with changes in software, technology, and work processes.

Work Standards:

· Regular attendance and punctuality.

· Speak and act truthfully.

· Conduct oneself with integrity, morality, character, and trustworthiness.

· Exhibit self-control.

· Detail-oriented.

· Thorough when completing work tasks.

· Accept constructive criticism.

· Calmly and effectively process high stress situations.

· Reliable, responsible, and dependable.

· Willingness to take on responsibilities and challenges.

COMMUNICATION AND CONTACT:

The employee communicates effectively both verbally and in writing with supervisors, colleagues and individuals inside and outside the organization.

Relationships with others:

The employee works effectively and relates well with others including supervisors, colleagues and individuals inside and outside the organization. The employee exhibits a professional manner in dealing with others and works to maintain constructive relationships.

EDUCATION, CERTIFICATION, & EXPERIENCE:

Minimum Qualifications

· High School Diploma or GED required

· At least three-year office/receptionist experience required

· Successfully pass background checks and screenings

· Active Commission as Oregon Public Notary or acquire within six months of employment

Special Qualifications

· Office Specialist Certification or Associates Degree in public administration, business, or related field, preferred

· Valid Oregon Driver’s License

Preferred Qualifications

· Three-years, or greater, work experience in public sector and records management

· Functional knowledge of local government rules, regulations, processes and procedures.

· Knowledge of Human Resource practices and regulations.

· Knowledge of Payroll process.

PHYSICAL DEMANDS OF POSITION and WORKING CONDITIONS

The City of Boardman is committed to complying fully with Oregon’s Disability Accommodation and Discrimination laws. We are also committed to ensuring equal opportunity in employment for qualified persons with disabilities. The City of Boardman will make reasonable efforts to accommodate a qualified applicant or employee with a known disability, unless such accommodation creates an undue hardship on the City of Boardman’s operations, or a safety risk to employee or coworkers, or removes an essential job function. Employees should request an accommodation as soon as it becomes apparent that a reasonable accommodation may be necessary, to enable the employee to perform the essential duties of a position, or to participate in the employment process. To discuss an accommodation request please contact the City Manager at 541-481-9252.

The factors described herein, are representative of, but not all-inclusive of, those that must be met by an individual to successfully perform as a City Clerk.

While performing the duties of this position the employee is frequently required to remain in a stationary position 90% of the time. Will occasionally move about inside the office to disburse correspondence, assist customers, access file cabinets and office equipment. Constantly operates a computer and other office productivity machinery. Occasionally ascends and descends step stools for archiving and retrieving individual files or completely full file boxes. This job may require to sit, stand, walk, bend, stoop, twist, crouch, kneel, climb, see, talk, hear, communicate, reach and manipulate objects, tools, or controls. The position requires mobility. On occasion, the work involves moving materials weighing up to 40 pounds. Manual dexterity and coordination are required over 80% of the work period while operating standard office equipment.

Employees will work in an office environment with moderate to low noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Job Type: Full-time

Pay: $60,000.00 – $70,000.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 5×8
• 8 hour shift
• Day shift
• Monday to Friday
• Weekend availability

Work Location: One location