Job Summary

Make an impact:
Help provide reliable infrastructure and dependable public services that promote and protect the health, safety, and welfare of the community by conducting financial and analytical work as a member of the Public Works Department.

Learn and grow:
Be part of a team working toward continuous improvement, seeking efficient and effective ways to support operational units in achieving goals while providing exceptional and innovative services.
What will you do:

• Prepare, reports, memos, letters, and presentations using Microsoft Office applications.
• Manage and maintain executives' schedules, monitor correspondence, and alert executive to high priority requests.
• Serve as staff support to boards, commissions and committees by preparing agendas, coordinating meeting details, taking minutes, and answering inquiries from committee members.
• Ensure proper processing of confidential and official materials and documents.
• Maintain files and record keeping in accordance with the public records retention requirements.
• Provide direction to other staff in a lead worker capacity such as assigning work and reviewing assignments, providing input into performance appraisals, coordinating office administration staff and tasks for coverage.

What can we offer you for all your hard work?

• Competitive pay.
  • Salary range for Executive Assistant is $25.80 to $35.67 hourly
• 5% Bilingual incentive for qualifying candidate.
• Medical, dental, and vision coverage for you and your family.
• Environment encouraging of a healthy work/life balance:
  • Position schedule is Monday through Friday, between hours of 7 am and 6 pm.
  • May be eligible for up to one day per week remote work after one year of service.
  • 11 paid City holidays + 2 floating holidays in a year.
  • Accrue 8 hours of vacation + 8 hours of sick time each month.
    • Vacation accrual increases with tenure.
    • No cap on vacation accruals.
• Employer-paid PERS contribution of 6%.
• Opportunity for voluntary pre-tax contributions to a 457b account.
• Health care and dependent care flexible spending accounts.
• Voluntary long-term care insurance.
• Employee wellness program.
• Employee assistance program.
• Employee health clinic.

To learn more about benefits of this unrepresented position please follow this link: Unrepresented Employee Benefits

What are the minimum qualifications?

• Must pass the pre-employment background check.
• Must have an Oregon Driver license and meet the City of Salem's driving standards.
• High school diploma or GED, with course work in business/ public administration and office management, and six years general office experience including 2 years experience in an executive office setting, or any combination of experience and training that demonstrate possession of the knowledge, skill and abilities as listed, and ability to perform the examples of work.

What you will bring along:

• Skill and experience in providing staff support to executives including assistance with calls, email, scheduling, proofreading, and preparation of correspondence.
• Experience with supporting boards, committees, or commissions by taking minutes, preparing materials, and hosting online meetings.
• Ability to establish and maintain strong working relationships and communication with all levels of City staff and members of the community. Capable of using tact and diplomacy when dealing with internal and external customers. Skill in communicating effectively through spoken and written word to a wide range of audiences.
• Proficiency in operating office computer and associated software applications, technology, or other programs or equipment retrieve information, create documents and reports, and manage work products and workflows.
• Skill in effective prioritization and execution of tasks within time constraints or specific deadlines.
• Ability to maintain composure in stressful or difficult situations.
• Experience in maintaining the highest level of confidentiality.
• Ability to exercise sound judgment to solve problems, work independently and make appropriate decisions regarding work methods and priorities.
• Competence in respecting, seeking to understand, and valuing individual differences to foster and support a diverse and inclusive workplace.
• Visual acuity necessary to perform an activity such as: preparing and analyzing data, viewing a computer terminal, and extensive reading.
• Ability to express or exchange ideas by means of the spoken and written word.

About us:
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.

Public Works is the largest department and plans, constructs, and maintains the City’s infrastructure including roadways, lanes, streetlights, and traffic signals; water, stormwater, and wastewater utility services; and park and recreational facilities. The Financial and Support Services Section provides budgeting, forecasting, and rate setting support to all divisions as well as administrative support work at all locations.
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!

Where can I find out more about the position?
Go to the menu option for Class Specifications and search for Executive Assistant or 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.