City of Newberg, OR
Finance Clerical Assistant - Spanish required
City of Newberg, OR, Newberg, Oregon, United States, 97132
Salary :
$4,660.93 - $5,966.13 Monthly Location :
NEWBERG, OR Job Type:
Regular Full-time Job Number:
202500213 Department:
ADMINISTRATIVE SERVICES Division:
FINANCE Opening Date:
09/11/2025 Closing Date:
9/26/2025 11:59 PM Pacific Max Number of Applicants:
50
Description PLEASE NOTE THAT DUE TO THE OVERWHELMING RESPONSE WE ARE RECEIVING TO OUR POSTINGS, WE WILL ONLY ACCEPT THE FIRST FIFTY APPLICATIONS RECEIVED BEFORE THE CLOSING DATE OF SEPTEMBER 26TH. AFTER 50 APPLICATIONS, THE POSTING WILL BE CLOSED REGARDLESS OF POSTED CLOSING DATE. GENERAL STATEMENT
The Finance Clerical Assistant performs a variety of routine accounting, clerical and administrative duties and is the primary support and backup for utility billing and court services provided by the finance department. Fluent conversational Spanish is required to expand the services being provided by the Finance team. This position will not be eligible for remote work or a 4/10 schedule. Schedule must coordinate with open customer service hours. Budget and Rate Review Committee work takes place in the evenings between January and June each year and this position would be required to provide administrative support for those meetings, which can last until 10 p.m. SUPERVISION RECEIVED
Receives supervision, general guidance and direction from the Director of Finance. SUPERVISION EXERCISED
None
Examples of Duties ESSENTIAL DUTIES AND RESPONSIBILITIES Performs clerical and administrative duties in answering phones, receiving the public and providing exceptional customer assistance in Spanish and English. Responds to inquiries from employees, residents and others and routes inquiries to appropriate persons. Retains confidentiality when performing assigned responsibilities. Processes the reconciliation of the city's purchasing card transactions for all city departments in adherence to the city's P-card policy. Maintains the city's short-term rental list in collaboration with the Community Development Department in adherence to the short-term rental ordinances of the city. Acts as administrative support during budget and rate review meetings, usually held in the evenings. Prepares public notices for budget and supplemental budget committee meetings and coordinates responses. Prints, binds and distributes budget documents. Acts as back-up to the Accounting Clerk II - Utility Billing. This includes the ability to respond to start-up and shut-off requests as well as familiarity with billing, payments and utility billing customer service responses. Acts as back-up to the Court. This includes the ability to assist with the city's municipal court operations, including interacting with and providing information to defendants, attorneys, judges, law enforcement officials and the public. May be asked to receive payments for fines, forfeitures and collections. Assists with certificates of insurance and filing property insurance and vehicle insurance claims. Coordinates and implements record retention for the Finance department in adherence to the Oregon State Records Retention Schedule and under the guidance of the City Recorder's office. Composes, types, and edits a variety of correspondence, records, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness. Attends meetings and transcribes minutes as required. Prepares and submits periodic reports or programmatic updates to the Director of Finance regarding departmental activities as requested or assigned. Posts departmental materials on the City's website and SharePoint site, ensuring accuracy of content and relevancy of the material. Arranges and coordinates the activities of various meetings, including scheduling appropriate meeting facilities, ordering catering, preparing agendas and disseminating public notices. Inputs data to standard office and department forms; various routine to complex reports; compiles and tabulates data. Receives, stamps and distributes incoming mail, processes outgoing mail on rotation with other departments. Maintains inventories; processes purchasing requests; orders office supplies and materials; coordinates facility maintenance and keeps conference rooms neat and ready for use. Other duties as assigned. The duties listed above are intended only as illustrations of the various types of work that may be performed. 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.
Typical Qualifications QUALIFICATIONS
EDUCATION AND EXPERIENCE:
Graduation from high school or the equivalent and two (2) years of clerical support with similar responsibilities, preferably having an intermediate skill level with Microsoft Office applications and having demonstrated successful coordination and completion of multiple projects while meeting continuous deadlines. Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job may be considered. SPECIAL REQUIREMENTS: Fluent conversational Spanish, which will be tested prior to hire. Candidate must pass with a score of 8 or more out of 12 on the test. Must successfully pass a criminal history background check and be able to pass the City's security clearance standards for unescorted access to certain City facilities.
KNOWLEDGE, SKILLS & ABILITIES:
The ability to understand governmental organization, departmental and city policies, practices and procedures. The ability to retain confidentiality is key to this position. Advanced knowledge of personal computer operation within a virtual desktop infrastructure environment, including word processing, database, spreadsheet, e-mail, scheduler, Internet, SharePoint; and a network-connected copier/fax/scanner. Working knowledge of modern office practices, methods, and record keeping systems. Working knowledge of budgeting and accounting processes. Strong organizational skills. The ability to work independently with little supervision, prioritize workload, meet tight timelines, self-initiate, set goals, organize, plan and coordinate projects. The ability to make independent decisions and exercise judgment consistent with appropriate policies, procedures and techniques. The ability to multi-task, be flexible and highly adaptable to change. The ability to read, understand, interpret and apply provisions of procedures, laws, ordinances and technical documents. The ability to communicate effectively verbally in Spanish and English with a diverse range of contacts. The ability to write well, proofread material rapidly and accurately, checking for several details simultaneously. The ability to establish and maintain positive and cooperative working relationships with other employees, outside entities, vendors, public and private officials, and the public. The ability to remain calm, deal with constant interruptions and handle stressful situations.
Supplemental Information TOOLS AND EQUIPMENT USED
Personal computer in Virtual Desktop Infrastructure environment, including word processing, database, spreadsheet, email, computer scheduler; Internet, SharePoint, a network-connected copier/fax/scanner; multiline phone; postage machine; calculator, transcription/recording equipment; various communication devices. PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation will be made to meet the needs of a qualified individual with limitations who can perform the essential functions of the job. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must be able to lift and/or move up to 50 pounds (records boxes). Specific vision abilities required by this job include close vision and the ability to adjust focus. WORK ENVIRONMENT
While performing the duties of this job, the employee routinely works in an office setting with a noise level rating of quiet to moderate. The employee may not work from a fixed office location and will be expected to work out of various locations as demanded by the work or backup responsibilities. This position description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The City of Newberg provides an excellent health care benefit package to full-time employees, with medical, vision and dental paid 100% by the employer, generous vacation and sick leave accrual, holiday pay, and a PERS retirement plan. The city only picks up the employee portion of PERS for exempt employees or those working in law enforcement. Additional benefits are available as employee electives. 01
Please confirm your ability to work a 5/8 onsite schedule with no remote work.
Yes No
02
Please describe your two years of clerical experience. Please highlight any areas of experience with accounting or court activities 03
What do you think of Newberg's STRIVE values. Please describe how they resonate with your own values. 04
Please describe your level of experience with software such as Microsoft Excel, PowerPoint, any accounting software or meeting software such as zoom. Required Question
$4,660.93 - $5,966.13 Monthly Location :
NEWBERG, OR Job Type:
Regular Full-time Job Number:
202500213 Department:
ADMINISTRATIVE SERVICES Division:
FINANCE Opening Date:
09/11/2025 Closing Date:
9/26/2025 11:59 PM Pacific Max Number of Applicants:
50
Description PLEASE NOTE THAT DUE TO THE OVERWHELMING RESPONSE WE ARE RECEIVING TO OUR POSTINGS, WE WILL ONLY ACCEPT THE FIRST FIFTY APPLICATIONS RECEIVED BEFORE THE CLOSING DATE OF SEPTEMBER 26TH. AFTER 50 APPLICATIONS, THE POSTING WILL BE CLOSED REGARDLESS OF POSTED CLOSING DATE. GENERAL STATEMENT
The Finance Clerical Assistant performs a variety of routine accounting, clerical and administrative duties and is the primary support and backup for utility billing and court services provided by the finance department. Fluent conversational Spanish is required to expand the services being provided by the Finance team. This position will not be eligible for remote work or a 4/10 schedule. Schedule must coordinate with open customer service hours. Budget and Rate Review Committee work takes place in the evenings between January and June each year and this position would be required to provide administrative support for those meetings, which can last until 10 p.m. SUPERVISION RECEIVED
Receives supervision, general guidance and direction from the Director of Finance. SUPERVISION EXERCISED
None
Examples of Duties ESSENTIAL DUTIES AND RESPONSIBILITIES Performs clerical and administrative duties in answering phones, receiving the public and providing exceptional customer assistance in Spanish and English. Responds to inquiries from employees, residents and others and routes inquiries to appropriate persons. Retains confidentiality when performing assigned responsibilities. Processes the reconciliation of the city's purchasing card transactions for all city departments in adherence to the city's P-card policy. Maintains the city's short-term rental list in collaboration with the Community Development Department in adherence to the short-term rental ordinances of the city. Acts as administrative support during budget and rate review meetings, usually held in the evenings. Prepares public notices for budget and supplemental budget committee meetings and coordinates responses. Prints, binds and distributes budget documents. Acts as back-up to the Accounting Clerk II - Utility Billing. This includes the ability to respond to start-up and shut-off requests as well as familiarity with billing, payments and utility billing customer service responses. Acts as back-up to the Court. This includes the ability to assist with the city's municipal court operations, including interacting with and providing information to defendants, attorneys, judges, law enforcement officials and the public. May be asked to receive payments for fines, forfeitures and collections. Assists with certificates of insurance and filing property insurance and vehicle insurance claims. Coordinates and implements record retention for the Finance department in adherence to the Oregon State Records Retention Schedule and under the guidance of the City Recorder's office. Composes, types, and edits a variety of correspondence, records, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness. Attends meetings and transcribes minutes as required. Prepares and submits periodic reports or programmatic updates to the Director of Finance regarding departmental activities as requested or assigned. Posts departmental materials on the City's website and SharePoint site, ensuring accuracy of content and relevancy of the material. Arranges and coordinates the activities of various meetings, including scheduling appropriate meeting facilities, ordering catering, preparing agendas and disseminating public notices. Inputs data to standard office and department forms; various routine to complex reports; compiles and tabulates data. Receives, stamps and distributes incoming mail, processes outgoing mail on rotation with other departments. Maintains inventories; processes purchasing requests; orders office supplies and materials; coordinates facility maintenance and keeps conference rooms neat and ready for use. Other duties as assigned. The duties listed above are intended only as illustrations of the various types of work that may be performed. 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.
Typical Qualifications QUALIFICATIONS
EDUCATION AND EXPERIENCE:
Graduation from high school or the equivalent and two (2) years of clerical support with similar responsibilities, preferably having an intermediate skill level with Microsoft Office applications and having demonstrated successful coordination and completion of multiple projects while meeting continuous deadlines. Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job may be considered. SPECIAL REQUIREMENTS: Fluent conversational Spanish, which will be tested prior to hire. Candidate must pass with a score of 8 or more out of 12 on the test. Must successfully pass a criminal history background check and be able to pass the City's security clearance standards for unescorted access to certain City facilities.
KNOWLEDGE, SKILLS & ABILITIES:
The ability to understand governmental organization, departmental and city policies, practices and procedures. The ability to retain confidentiality is key to this position. Advanced knowledge of personal computer operation within a virtual desktop infrastructure environment, including word processing, database, spreadsheet, e-mail, scheduler, Internet, SharePoint; and a network-connected copier/fax/scanner. Working knowledge of modern office practices, methods, and record keeping systems. Working knowledge of budgeting and accounting processes. Strong organizational skills. The ability to work independently with little supervision, prioritize workload, meet tight timelines, self-initiate, set goals, organize, plan and coordinate projects. The ability to make independent decisions and exercise judgment consistent with appropriate policies, procedures and techniques. The ability to multi-task, be flexible and highly adaptable to change. The ability to read, understand, interpret and apply provisions of procedures, laws, ordinances and technical documents. The ability to communicate effectively verbally in Spanish and English with a diverse range of contacts. The ability to write well, proofread material rapidly and accurately, checking for several details simultaneously. The ability to establish and maintain positive and cooperative working relationships with other employees, outside entities, vendors, public and private officials, and the public. The ability to remain calm, deal with constant interruptions and handle stressful situations.
Supplemental Information TOOLS AND EQUIPMENT USED
Personal computer in Virtual Desktop Infrastructure environment, including word processing, database, spreadsheet, email, computer scheduler; Internet, SharePoint, a network-connected copier/fax/scanner; multiline phone; postage machine; calculator, transcription/recording equipment; various communication devices. PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation will be made to meet the needs of a qualified individual with limitations who can perform the essential functions of the job. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must be able to lift and/or move up to 50 pounds (records boxes). Specific vision abilities required by this job include close vision and the ability to adjust focus. WORK ENVIRONMENT
While performing the duties of this job, the employee routinely works in an office setting with a noise level rating of quiet to moderate. The employee may not work from a fixed office location and will be expected to work out of various locations as demanded by the work or backup responsibilities. This position description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The City of Newberg provides an excellent health care benefit package to full-time employees, with medical, vision and dental paid 100% by the employer, generous vacation and sick leave accrual, holiday pay, and a PERS retirement plan. The city only picks up the employee portion of PERS for exempt employees or those working in law enforcement. Additional benefits are available as employee electives. 01
Please confirm your ability to work a 5/8 onsite schedule with no remote work.
Yes No
02
Please describe your two years of clerical experience. Please highlight any areas of experience with accounting or court activities 03
What do you think of Newberg's STRIVE values. Please describe how they resonate with your own values. 04
Please describe your level of experience with software such as Microsoft Excel, PowerPoint, any accounting software or meeting software such as zoom. Required Question