Administrative Assistant

The Department of Housing Services is recruiting for an Administrative Assistant to join our team! This position will support our Executive Director and is a key administrative partner to senior leadership.

This position provides high-level administrative support to the Executive Director and other members of the Executive Team. The work will span a wide variety of responsibilities, including but not limited to developing and maintaining communications such as meeting agendas and minutes, drafting documents, supporting calendar management and meeting scheduling, preparing reports, forms, and presentations, and providing overall administrative support to the team.

A successful candidate for this role will have:

• exceptional organization and time management skills.
• extensive calendar management and administrative work experience.
• a customer-service attitude and ability to interface with people of all walks of life.
• professional written and verbal communication skills.
• effective multitasking skills to juggle various priorities.
• a strong understanding of diversity, equity, and inclusion and how to center this perspective in all elements of public service work.
• the ability to work flexibly, creatively, and quickly to respond to the variety of support needs from leadership and staff.
• enthusiasm about social services and committed to trauma-informed customer service and a respectful work environment.

Why Washington County?

Are you interested in challenging, meaningful, and rewarding work? Join Washington County in our commitment to advancing racial equity. Our Board of Commissioners worked closely with various community stakeholders and subject matter experts to develop an Equity, Diversity, and Inclusion (EDI) Resolution. Adopted in February 2020, this resolution commits to the equitable delivery of Washington County's services, resources, and opportunities for growth and development to every county resident.

Check Out Our Award-Winning Benefits & Wellness Program on the "Benefits" tab above!

Key duties for this position will include:
1. Perform a wide range of highly complex and vital administrative responsibilities for the Director and as well as other leadership positions, as needed.
2. Direct and lead executive office administrative functions, including scheduling, organizing reports and presentation materials, maintaining complex and confidential files and records, and composing correspondence.
3. Coordinate communications and information both internally and externally, between staff, elected officials, Board and Committee members, and the larger community.
4. Navigate complex and dynamic scheduling with partners, staff leadership, community meetings, committees, and elected officials.
5. Act as liaison through contract processes, working with contract managers, finance staff and partners to ensure contracts are fully and properly prepared for submission.
6. Coordinate Board and Committee meetings and materials, log meeting minutes, communicate with staff and members, develop materials, track calendars and update public.
7. Support the hiring and onboarding process by scheduling interviews, working with hiring managers, and coordinating technical and personnel needs for new staff.
8. Support technical assistance for leadership and general team, coordinating with the IT department and other County resources.
9. Establish and maintain cooperative and effective working relationships with staff, residents, and the general public.
10. Plan and organize work independently.
11. Work confidentially with discretion.
12. Communicate effectively, both verbally and in writing, using courtesy, patience and tact.

Education and Experience:

• Graduation from high school or possession of a G.E.D. equivalent; AND
• Five (5) or more years of progressively responsible administrative experience related to office management or a major administrative function for a department or division.
• Possession of an Associate degree or Professional Certification in business administration, public administration, or related field may substitute for two (2) years of required work experience.

SUPPLEMENTAL INFORMATION

Washington County is committed to using a Merit-based System in which recruiting, selecting, and advancing employees is based on their relative knowledge, skills, and abilities.

Our commitment to you:

Washington County values a culture of equity, diverse perspectives, and life experiences. Our organization embraces innovation, collaboration and work-life harmony. We offer job stability, a comprehensive benefits package, and an opportunity to serve and support our diverse community. We are an equal opportunity employer with a commitment to diversity and an inclusive workforce. Women, minorities, veterans, and people with disabilities are encouraged to apply.

1. MQ Review: Human Resources will screen applications for MQs beginning the week after the posting closes. Additional preferred qualifications screening may be applied depending on the number of applications received.
2. Subject Matter Expert Resume Review: Your resume may be evaluated and scored by a panel of subject matter experts. Your total score for this examination will affect your placement on the eligible list (a list of candidates eligible for interviews).
3. Panel Interview(s): Generally, the top 6 - 8 candidates will be invited to participate in a panel interview.
4. Conditional Offer: A successful candidate will require to successfully clear a third-party background check as a pre-employment condition and Oregon State comprehensive background check as a condition of continuous employment.

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