Administrative Specialist 1 (Clackamas Water Environment Services)

Administrative Specialist 1 (Clackamas Water Environment Services)

Job ID: 108009

Location: Oregon City, Oregon

Full/Part Time: Full Time

Regular/Temporary: Regular

CLACKAMAS COUNTY CORE VALUES

Clackamas County employees work to serve the public and enrich our community. In that spirit, we pledge to hold ourselves to these standards at all times in our interactions with customers and one another:

Service

Professionalism

Integrity

Respect

Individual accountability

Trust

By incorporating these values into our daily routines, we can better serve our customers, ourselves and our projects. We're always looking to improve. That's the Clackamas County SPIRIT.

Clackamas County is committed to building a community where people thrive, have a sense of safety, connection, and belonging, so that everyone is honored and celebrated for the richness in diversity they bring. We encourage applicants of diverse backgrounds and lived experience to apply.

CLOSE DATE

This Job Posting closes at 11:59 p.m. (Pacific Time) on Monday, August 4, 2025 .

PAY AND BENEFITS

Annual Pay Range: $58,735.50 - $74,184.52

Hourly Pay Range: $28.238222 - $35.665636

Salary offers will be made within the posted pay range and will be based on a candidate's experience (paid or unpaid) that is directly relevant to the position.

Clackamas County proudly offers an attractive compensation and benefits package, including competitive wages, cost-of-living adjustments, merit increases (for eligible employees), and a robust sick and vacation plan for regular status employees.

We encourage and support employee health and wellness by offering, health and wellness classes and events, and alternative care benefits, so you can customize your wellness needs to fit your lifestyle. Employee benefits become effective the first of the month following an employee's date of hire.

Attractive benefits package and incentives for employees in regular status positions are detailed below.

Generous paid time off package, including:

12 hours of vacation accrual per month

Eligible newly hired employees will have the one-time option to frontload their first year of vacation accruals in compliance with This means you have access to vacation time at time of hire.

8 hours of sick accrual per month

10 paid holidays and 1 personal days per year

Other Benefits:

Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP):

Employer-paid 6% PERS retirement contribution (The county currently pays the employee's share of the retirement contribution.)

OPSRP members get vested after five years of contributions or when they reach age 65

A Choice of Medical Plans that include chiropractic coverage, alternative care, vision, and prescription drug coverage

A Choice of Dental Plans

Robust EAP and wellness programs, including gym discounts and wellness education classes

Longevity pay

Other retirement Savings Options that allow for additional retirement funds savings, including an option to contribute a portion of employee earnings on a pre or post-tax basis to a 457b Deferred Compensation Plan

A variety of additional optional benefits (see links below for additional information)

This is a full time County position represented by AFSCME.

JOB DETAILS AND QUALIFICATIONS

Clackamas Water Environment Services (WES) is looking to hire an Administrative Specialist 1 to join their administrative support team. This position will be primarily located at the Tri-City Water Resource Recovery Facility in Oregon City with a hybrid telework option. The Administrative Specialist 1 plays a key role in ensuring smooth delivery of administrative support services, operations, and communications.

WES is searching for a motivated, enthusiastic, organized, detail-oriented and customer service focused individual. The main focus of this position will be performing comprehensive administrative support through an assigned program support model across the department. The Administrative Specialist 1 will coordinate meetings, maintain electronic and hard copy systems and records, compile and analyze data for reporting and compliance purposes, and support financial processes such as accounts payable, budget planning, and procurement. Additionally, this position also supports scheduling, communications, and administrative needs for multiple managers and work groups while serving as a central point of contact for internal and external customer service, public inquiries, vendor coordination, and plant tour logistics. An ideal candidate will demonstrate strong organizational, technical, and communication skills to ensure smooth day-to-day operations and effective collaboration across County divisions and with external partners.

Building a resilient clean water future where all people benefit and rivers thrive is our job. We do this by providing wastewater services, stormwater management, and environmental education. Our agency is committed to building a highly skilled collaborative team that values protecting public health, environmental stewardship, responsive customer service and teamwork. We're on the search for experienced individuals who place a high value on the one water we all share.

Required Minimum Qualifications/ Transferrable Skills:*

A minimum of one (1) year of relevant experience that would provide the required knowledge and skills to perform the responsibilities of this position

A minimum of one (1) year of experience providing services to customers in a positive and timely manner, both in person and over the phone

A minimum of one (1) year of professional administrative support experience including:

Working with confidential and/or sensitive documents

Drafting, proofing and preparing documents and correspondence

Developing and consistently following standard procedures for organizing, maintaining, reviewing and routing files, information and documents

Researching information, tracking, compiling, and monitoring data, and/or maintaining records in databases, spreadsheets, and paper filing systems

Tracking data, interpreting and generating reports

Taking thorough notes in meetings and providing final minutes

Prioritizing projects and multitasking within time constraints and competing deadlines

Operating and training staff on proper use of office equipment such as copiers, scanners, faxing, etc.

Experience managing calendars for management and coordinating travel

Experience reviewing and processing payment vouchers, accounts payables, and reimbursements

Experience providing project and program support and assistance

Proficiency and skill in Microsoft Office Suite (Outlook, Word, Excel, etc.) and Adobe Acrobat programs

Preferred Special Qualifications/ Transferrable Skills:*

Experience working in an administrative role with, or within a wastewater, stormwater, utility district, public works agency, or similar setting

Advanced proficiency and skill in Microsoft Office Suite (Outlook, Word, Excel, etc.) and Adobe Acrobat programs including implementing mail merge, table of contents, bookmarking, hyperlinking to other documents, managing tables, implementing macros, creating pivot tables, using advanced Excel formulas, using conditional formatting to make documents easier to read, and processing documents with Adobe DC for signatures

Experience coordinating and monitoring a budget

Experience auditing and reconciling procurement card transactions

Experience tracking inventory, including coordinating with vendors

Experience with reception for the public, elected officials, and department staff

Experience collecting, evaluating and summarizing data into systems, reports and/or spreadsheets

Pre-Employment Requirements:

Driving is required for County business on a regular basis or to accomplish work. Incumbents must possess a valid driver's license, and possess and maintain an acceptable driving record throughout the course of employment.

*For Veterans qualified for Veteran's Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position.

TYPICAL TASKS

Duties may include but are not limited to the following:

Provide director, managers, and staff with support to short- and long-term projects, as well as detailed administrative, financial, and operational support. Contribute to the Administrative Services and Operational team's efficiency while utilizing a hybrid of pooled department and assigned program support model. Responsibilities include scheduling, preparing, and supporting meetings for the WES department and work groups as needed, as well as creating virtual meeting links and providing technical troubleshooting support for virtual and hybrid meetings. Participate as a member of department committees, providing support to staff events and celebrations.

Compile data and prepare regular and periodic reports to assist in the evaluation of operations and services and document compliance for programs like the Low Income Discount and WES Safety Incentive programs. Conduct surveys and research source documents. Maintain computerized databases. Compile statistical information for analysis. Review reporting requirements and technical materials. Interpret data, recognize common irregularities, and report to the supervisor.

Provide regular independent administrative support to the Operations Manager and staff, Operations and Maintenance, and Field Operations program, and reception, as well as other managers and work groups as needed to coordinate workflow. Prepare, compile, and edit reports and other materials for use in operational planning and processes, as well as for public meetings. Manage calendars and scheduling of various appointments, meetings, travel, and conferences. Coordinate training and travel details, including airfare and hotel bookings and conference registrations for managers and staff. Track and update credentialing or re-credentialing, certifications, memberships, and other licensures for staff. Assist staff in locating necessary resources for programs or procedures.

Provide centralized response to customer service issues and information regarding programs and department policies. Clarify, resolve, and/or assign public inquiries and complaints to appropriate personnel for resolution. Provide information and prepare, update, and edit written materials regarding department services, activities, programs, projects, and personnel. Interpret relevant policies, procedures, laws, and regulations. Communicate with internal County staff and the public through a shared email inbox, phone, and in-person interactions.

Process vouchers and contract payment releases for accounts payables, billings, and reimbursements. Review and verify fiscal reports and budgets for accuracy. Investigate and correct errors to ensure compliance with established contracts, accounts, procedures, and policies. Use basic math to perform computations. Manage and reconcile procurement cards for self, WES executives, managers, and staff. Conduct audits of procurement card coding used for budgetary reporting and reclassification purposes. Maintain and track inventory of office supplies, uniforms, personal protective equipment, and other various facility supplies. Act as liaison to vendors in researching purchase options and resolving issues.

Provide internal and external customer service in-person, via telephone and electronically, including but not limited to elected officials, vendors, schools, and the general public. Respond to a variety of department and vendor requests for information relative to assigned function. Provide information or services as authorized or refer to appropriate individuals for response. Provide support for facility plant tours, including scheduling and coordination with schools, organizations, and individuals. Maintain gate for septage haulers and freight deliveries. Sign for and accept deliveries and shipments.

WORK SCHEDULE

This position works 40 hours during a standard workweek of Monday through Friday:

Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended. Projected work hours will be 6 am - 2:30 pm. Remote work days are available Monday - Tuesday, with Wednesday - Friday work days on site at the Tri-City Water Resource Recovery Facility in Oregon City.

This position is eligible for hybrid on-site/telework subject to the and based on the Department's business needs. The exact amount of on-site/telework and schedule will be discussed with the hiring manager during time of offer. Telework locations cannot be located outside of Oregon or Washington. Washington residents must perform 50% of their time on-site at Clackamas County.

EXPLORE CLACKAMAS COUNTY

Clackamas County is in a prime location in the Portland, Oregon metropolitan area and is recognized nationally as one of the most livable areas in the United States. Located on the southern edge of the City of Portland and extending to the top of Mt. Hood, Clackamas County is part of a thriving region in the Northwest. It has a population of about 420,000 residents.

ABOUT THE DEPARTMENT

Clackamas Water Environment Services produces clean water and protects water quality for more than 190,000 people living and working in Clackamas County. We operate and maintain five resource recovery facilities, 23 pumping stations and hundreds of miles of pipes.

Each year, we clean more than seven billion gallons of water which we recover and turn into natural energy and fertilizer. We also help reduce pollution in local rivers, streams, and wetlands caused by surface and stormwater runoff, the number one source of water pollution in Oregon.

APPLICATION PROCESS

Clackamas County only accepts online applications.

Help With Your Application:

If you have any questions or issues you may contact the Department of Human Resources at 503-655-8459 or mailto: ?subject=Application%20Materials%20Question. Our office hours are Monday - Thursday 7:00 a.m. - 6:00 p.m. Pacific Time (closed on Fridays).

HOW TO CLAIM VETERAN'S PREFERENCE

VISA SPONSORSHIP

Clackamas County does not offer visa sponsorships. Once a job applicant has accepted a position, they will be required to complete an I-9 and confirm authorization to work in the United States prior to their first day.

EQUAL EMPLOYMENT OPPORTUNITY

Clackamas County is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the Department of Human Resources prior to the recruitment close date. You may request an accommodation during the online application process.

RECRUITING QUESTIONS?

Kelly Schaefer, Recruiter

mailto: ?subject=RECRUITMENT%20QUESTIONS

To apply, visit

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