Deputy City Recorder/Executive Administrative Assistant
Group: City of Albany, Oregon
Location: Albany, Oregon
Salary Range: 61,424.05-$82,922.46
Deadline Information:
Deadline Date: 01/26/2025
Posted Date: 01/03/2025
Contact Information for Applicants
Diana Lindstrom
hr@albanyoregon.gov
541-917-7513/541-801-1371
If you're excited to contribute to a dynamic team, grow your professional skills, and play a key role in serving our community.
We encourage you to join our team as the Deputy City Recorder/Executive Assistant and make a difference in the Albany community!
The City of Albany is a full-service city of 428 employees, located in the Willamette Valley in Oregon, with a population of 58,000. The average tenure of a City of Albany employee is nearly 10 years.
The City Recorder's Office plays a crucial role in ensuring the efficient and transparent functioning of the City's government.
In this role, you will provide support in the daily operations of the City Recorder and City Manager’s Office and perform the duties of the City Recorder in the Recorder's absence, or as assigned. You’ll manage meeting agendas and produce concise, action minutes.
Your responsibilities will include supporting all City Recorder functions, such as supporting CAG’s (Citizen Advisory Groups/committees), public records requests, archiving in a modern, electronic record management system, and elections. In addition, you’ll also coordinate with other City departments, other local government entities and the public, while providing high-level administrative support to the City Manager, City Attorney, Executive Leadership Team, and City Council.
What to Expect
We anticipate holding virtual interviews the beginning of February 2025 with in-person interviews during the latter half of February 2025. Our goal is to have our new Deputy City Recorder/Executive Assistant start on or after March 17, 2025.
We have a solid foundation, with well-established processes and training program. Including producing action minutes, and existing digital record-management system. A primary focus will be on streamlining our agenda production and management, through a conversion to an electronic meeting agenda management system.
The City emphasizes work-life balance, supports employee wellness, and offers a wide range of benefits, while also investing in its employees’ personal and professional growth
You'll benefit from a strong organizational culture of supporting professional development opportunities with support for training, classes, and conferences, including City paid assistance in pursuing or maintaining a Certified Municipal Clerk (CMC) designation.
The City offers flexible/compressed work schedule options with 4/10’s, 9/80s, and hybrid/remote work opportunities (2 days per week), based upon supervisor approval and business demands.
This position may have in-person attendance at evening meetings. Generally, two to four evening meetings per month, from 6-9 p.m.
What makes Albany special?
We’re dedicated to our work, and serving the community, but we never forget to enjoy ourselves along the way. Our team enjoys humor, fun, and comradery. We maintain a strong structure for positive council and staff relations, all while focusing on supporting the community. We take pride in our strong working relationships across departments and our commitment to a collaborative, engaging work environment.
Benefits include:
• Excellent medical, vision and dental benefit package for the employee and qualified family members with low monthly out-of-pocket cost. Employee-paid premium is approximately $51 per month for employee-only coverage up to a maximum of $147 per month for family coverage.
• City-paid contribution to a VEBA Trust account for out-of-pocket healthcare expenses. Currently, the annual contribution is $1,000 for employee-only and $2,000 for employee plus dependent(s).
• Paid time off – Fronted sick and vacation leave may be considered upon hire
• 10 hours of vacation leave per month, with progressive increases
• 8 hours of sick leave per month
• 10 paid holidays per year
• No waiting period to use vacation and/or sick leave accruals
• Excellent retirement benefits:
o City-paid participation in the Oregon Public Employee Retirement System (OPSRP and City pays 6% IAP contribution)
o City-paid 2% contribution into pre-tax deferred compensation plan
• In addition, other benefits such as job-related college tuition and book reimbursement, employee assistance program, basic life insurance, short-term disability, long-term disability, and flexible spending accounts for healthcare and childcare expenses.
Supervision/Lead Work Exercised:
Works under the general supervision of the City Recorder. Work assignments routinely come directly from the City Recorder who assists in determining the prioritization and delegation of those work assignments. May receive some assignments from the City Manager or Deputy City Manager in relation to administrative work.
This is a non-supervisory position. Incumbents in this position may provide training and orientation to personnel and elected officials.
Qualifications & Requirements:
Education & Experience
A high school diploma and two years of experience in administrative work or related experience;
or
An equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities.
Experience with computers and software, including word processing (MS Word) and PDF software is required.
Preferred:
• Possession of or ability to obtain the basic Certified Municipal Clerk designation at, or within three years of hire. City will provide professional development funds to support obtainment.
• Experience with record management systems such as Laserfiche, or ORMS preferred.
• Experience with virtual meeting software (Zoom, Teams, Google Meets etc.) preferred.
Special Requirements:
1. Must have Oregon notary public certification within six months of job placement.
2. Possession of or ability to obtain a valid Oregon driver's license and a driving record that meets the City’s driving standards.