Staff Assistant - Records Clerk

Job Summary

Begin an exciting career with the City of Salem as a Staff Assistant! The City of Salem is seeking service-oriented individuals who are interested in working in local government and a team-oriented collaborative environment.

Make An Impact

It takes many hands to serve over 170,000 residents, and staff assistants play an integral role in keeping our city running and our teams functioning smoothly. You will have a chance to work with a committed and talented group of leaders, engineers and employees who work tirelessly to help our community.

What You Will Do

The Staff Assistant position for the Administration Division performs a wide range of activities including providing Public Works records management services through preparation, scanning and indexing metadata, quality control and destruction process for Public Works electronic and papers documents, serving as the point of contact for internal records storage and retrieval and external public records requests, maintaining the central file system and remote file storage area, providing administrative support to a citizen advisory group (CATC), processing tenure awards, proofreading and reviewing written materials, and processing financial transactions such as invoices, travel/training paperwork, and purchase orders. This position is responsible for providing general office and clerical support for the Public Works staff located in the Civic Center main office.

What can we offer you for all your hard work?

• Employee health clinic.
• Medical, dental, and vision coverage for you and your family.
• Competitive pay.
• Employee assistance program.
• Opportunity for voluntary pre-tax contributions to a 457b account.
• Voluntary long-term care.
• Employer-paid PERS contribution of 6%.
• Health care and dependent care flexible spending accounts.
• Position schedule is Monday through Friday, 8:00 am to 5:00 pm.
• Paid vacation and sick time in accordance with City policies.
• Employee wellness program.

What are the minimum qualifications?

• Some positions may require passing a criminal background check necessary to obtain Criminal Justice Information System clearance and Law Enforcement Data System certification within 30 days of hire (clearance must be maintained throughout employment).
• Typing certificate required - 40 wpm with 95% accuracy rate; some assignments may require 60 wpm with 95% accuracy rate.
• Some positions may require possession of an Oregon Driver license and have a driving record that meets the City of Salem's driving standards or alternate means of participating in meetings and coordinating work at other locations.
• Must pass a pre-employment background check.
• High school graduate or GED and five years of progressively responsible clerical experience, including operating a personal computer and accurate data entry/transcription, or any combination of experience and training that demonstrate possession of the knowledge, skills, and abilities as listed, and ability to perform the essential job functions.

Preferred Qualifications:

• Experience with LaserFiche software and scanning of documents for retention purposes.
• Two years of records and information management experience and Regulatory Information Management ( RIM) software.
• Bilingual skills.

What you will bring along:

• Effective communication verbally and in writing.
• Experience with administrative and clerical procedures, systems, software, and equipment used for word processing, managing files and records, transcription, multi-line telephone systems, and other office procedures and terminology.
• Excellent data entry, data quality control, and data retrieval skills.
• Understanding of principles and processes for providing customer and personal services.
• Maintain good working relations with other employees, agencies, and the public.
• Working knowledge and understanding of records management processes and systems, retention schedules, filing systems, and public records requests.
• Respect, seek to understand, and value individual differences to foster and support a diverse and inclusive workplace.
• Knowledge of structure and content of the English language including the meaning and spelling of words, rules of composition, grammar and reading comprehension.
• Organizational skills with attention to detail and ability to carry out tasks independently.
• Ability to quickly learn and apply a variety of City and department policies and procedures to work situations.
• Perform work effectively during changing priorities and interruptions.
• Strong analytical thinking, problem-solving and research skills.

This recruitment may be used to create a six-month eligible list of qualified applicants for future hiring needs in other departments. If made a job offer in a department you do not wish to work in, you may decline the offer and be left in the eligibility list or if you are no longer interested, you may withdraw your application and be removed from the eligibility list.

About Us

The Public Works Department values employees and their professional development. If you are someone that takes pride in collaborating on innovative ideas, proactively responding to community needs, and being a good environmental and financial steward, we look forward to meeting you! The Public Works Department promotes a healthy work life balance, while maintaining the utmost dedication to the health, safety and welfare of our community, including our team!

The City of Salem is the second largest City in the State of Oregon. Located in the lush Willamette Valley, Salem is the capital city of Oregon with a population over 170,000. Centrally located, Salem is 47 miles south of Portland and an hour from the Cascade Mountains to the east and an hour from the ocean beaches to the west. Salem is an exceptional community for living and working with exciting new and comfortable well-established neighborhoods and carefully preserved historic buildings.

A full-service City, Salem has eight primary departments: Community Services, Finance, Fire, Enterprise Services, Legal, Police, Public Works, and Community and Urban Development. Several departments also have functional divisions within their department. The City has five labor unions and employs roughly 1,350 talented and dedicated staff members.

Where can I find out more about the position?

Go to the menu option for Class Specifications and search for Staff Assistant I or view by clicking here .

How can I apply?

The City of Salem invites individuals of all diverse communities and backgrounds to apply for our available job opportunities as we strive to provide the best service to everyone. The City of Salem is committed to providing equal employment opportunities to all and has a culture that values diversity, equity, and inclusion. We believe that by welcoming differences, encouraging new ideas and views, listening to and learning from each other, we are better able to serve the community.

To apply, click on the green “Apply” button to complete your application. Hiring managers do not have access to view resumes as part of the application review process, please make sure to include how you meet the qualifications outlined in the class specification in your application.

Applicants that meet the minimum qualifications as outlined above but not selected for this position may be placed on an eligibility list, and candidates may be hired from the list. Eligibility lists are valid for six months. The City will send email notifications to eligible candidates about potential hiring opportunities so please ensure your email settings accept our system generated email notifications.

You may subscribe for automatic notification of job openings at the City through the Job Interest Cards – sign up today!

For more information about employment at the City of Salem, please visit our website at www.cityofsalem.net/jobs .