Job Details
Office Specialist I
2025-07-01 Urban Flood Safety and Water Quality District Portland,OR
Description:
General Onsite Office Management
Minimum Qualifications
Knowledge of:
Ability to:
Working Environment: This position works on-site, with opportunity for occasional remote work, as approved by manager. UFSWQD reserves the right to change the remote work policy. Hours may vary but should fall between 7:00 am and 5:00 pm. However, there are projects that may require time in the field. Employees are required to utilize the appropriate PPE for their time in the field. During flood fighting season, October 15th - May 15th, employees may be asked to perform levee and drainage inspections or serve in some capacity within the district's Incident Management Team during emergencies.
Accommodation: Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in this process. Assistance will be gladly provided upon request for any applicant with sensory or non-sensory disabilities. Please contact Tracy Olmedo at (503) ###-#### or for any questions on accessibility or accommodation during the hiring process
Veterans' Preference: Under Oregon Law, qualified veterans may be eligible for Veterans' Preference when applying for UFSWQD positions. If you are a veteran and would like to request Veterans' Preference for this job, please provide qualifying documents (Copy of the Certificate of Release or Discharge from Active Duty, DD Form 214 or 215; Disabled Veterans must also submit a copy of their Veteran's Disability Preference Letter from the U.S. Department of Veterans Affairs) with your application submittal in the attachments section. Documentation must be received by the closing date and time of this recruitment for the applicant to receive Veterans' Preference.
Equal employment opportunity: All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, marital status, familial status, gender identity, sexual orientation, disability for which a reasonable accommodation can be made, or any other status protected by law.
This position is not represented.
This summary outlines the benefit programs, actual benefits may vary depending on employment status.
Urban Flood Safety & Water Quality District strives to provide its employees with a comprehensive, equitable, and cost-effective benefits package in recognition of the influence employment benefits have on their economic and personal welfare.
Benefits are generally available to all regular full-time and part-time employees, whether exempt, or non-exempt, unless otherwise stated in a particular benefit plan.
Seasonal employees are not eligible for benefits, other than paid sick time accrual benefit and paid vacation accrual benefit equal to a rate of two (2) weeks per year. These benefits will be pro-rated based on the number of hours worked.
Health Care (Medical, Vision and Dental)
UFSWQD currently offers health, prescription drug, vision, and dental coverage to employees who meet specific eligibility criteria and their dependents.
Retirement
As a public agency, UFSWQD participates in the Oregon Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP).
Employees hired into qualifying positions on or after August 29, 2003, and who meet certain requirements are members of OPSRP.
OPSRP is a hybrid (defined contribution/defined benefit) pension plan with two components: the Pension Program (defined benefit plan) and the Individual Account Program (defined contribution plan). UFSWQD contributes to the OPSRP system in accordance to PERS requirements.
For specific information about eligibility and plan details, please call 503-###-#### or go to www.oregon.gov/PERS.
Section 457 Deferred Compensation Plan
UFSWQD offers voluntary tax-deferred compensation plan to its eligible employees.
Vacation Benefit
All full-time and regularly scheduled part-time employees are eligible for vacation based on the schedule below. Relevant experience prior to work at UFSWQD will be determined by the hiring manager. All accruals begin after the completion of 90 days of employment. At the end of the Introductory Period, credit is given from the first day of employment. No vacation time may be taken or paid during the Introductory Period, unless specific arrangements have been made at the time of hire. You will earn vacation benefits according to the following schedule for full-time vacation accruals, unless otherwise determined by the Executive Director:
Regular employees receive 8 hours of paid sick leave per month for full-time employment and a prorated amount for part-time employment. Temporary and seasonal employees are able to earn and utilize up to 40 hours per year of sick leave.
Family Medical Leave
In accordance with federal and state law, and the UFSWQD policy for medical leave, UFSWQD grants family and medical leave to eligible employees for certain family and medical related reasons.
Transportation and Wellness Benefit
UFSWQD offers a Transportation and Wellness benefit program that provides incentives and subsidies to employees who commute to work using environmentally sustainable transportation methods such as bicycling and public transit, as well as employees who are engage in activities to improve their mental and physical health. This benefit is available to all employees, regardless of classification.
Paid Holiday Benefit
UFSWQD observes the following holidays each year, and our offices are officially closed on these days:
01
What personal or professional experience do you have in customer service and administrative support that you feel adequately prepares you for this position?
02
Can you share an example from your own experience where you contributed to the success and well being of a team as an admin support professional? How did your role help create a collaborative and efficient work environment?
Required Question
Salary : $52,000.00 - $77,900.00 Annually
Location : Portland, OR
Job Type: Full-Time Regular
Remote Employment: Flexible/Hybrid
Job Number: 202400028
Division: Finance & Administration
Department: Administration
Opening Date: 04/16/2025
Closing Date: Continuous
The mission of the UFSWQD is toequitably reduce flood risk and prepare for and respond to flood emergencies by maintaining levees, conveying water when necessary, and finding innovative and nature-based ways to live with more water around us while supporting community safety and the region's economic vitality, contributing to the health of the river and watershed, planning for a more climate-resilient future, and promoting equity in all we do.
The UFSWQD manages the flood safety system in northern Multnomah County. The system prevents 8,000 residents, 60,000 businesses, 2,000 acres of natural habitat, and critical services such as Portland International Airport and the region's secondary supply of drinking water from being flooded by the Columbia River.
Job Description
This position is open from Wednesday, April 16 until filled. Applications must be received by 11:59 pm on Sunday, May 4, 2025 to be considered for the first review.
The Urban Flood Safety & Water Quality District is seeking an Office Specialist to perform administrative support tasks on site at our District Office. The position will be primarily responsible for providing front desk and reception duties and providing administrative and clerical support to managers and other staff members.
The position is full time, non-exempt. While there may be occasional opportunities for remote work, this position will primarily work on site at the district office. The position reports to the Policy and Administration Manager.
Examples of Duties
Front Desk & Reception Duties
- On Site front desk reception, phone, and gate monitoring - receive packages, provide customer service to visitors, and answers/directs calls.
- Manages common office areas, including meeting and break rooms, and provide support for use of those rooms including meeting planning and setup.
General Onsite Office Management
- Orders office and shop supplies, both by specific request from other staff and routine regular ordering to ensure supplies are available
- Management of Breakroom, including ordering of supplies and equipment maintenance and purchasing. Lead for shared duties such as emptying dishwasher, organizing cabinets, ensuring space is tidy.
- Support for onsite meetings and events, including coordination and support of conference room use, room set up, food/supply ordering, and minor tech support.
- Provide administrative support for district staff, including support for on-site meetings, clerical tasks such as typing, running errands, driving, and data entry.
- Provide direct support for engineering and operations staff on specific tasks such as scheduling, coding receipts and invoices, and meeting support.
- Provide clerical and scheduling support for executive team members, including scheduling and calendar management.
- Develop systems and processes for logging and tracking certifications and training for operations team members.
- Provide clerical support for safety and other staff committees and internal meetings.
- Strive to achieve the Mission, Vision, and Values of the organization;
- Perform the duties assigned during an emergency;
- Complete required Incident Command System training within 90 days of hire;
- Remain within a 10-hour response time during the District's Partial Emergency Activation or as specified by the Executive Director;
- Work well with community and be a strong ambassador for UFSWQD; Exemplify the workplace safety culture.
- Create a culture that promotes respect, inclusion, and equity for the diversity of people in our workforce and community.
Minimum Qualifications
Knowledge of:
- Microsoft Office (e.g. Excel, Word, Outlook)
- Basic internet usage and search skills
Ability to:
- Learn quickly, collaborate effectively, and adapt quickly in a fast-paced environment.
- Organize and prioritize.
- Work collaboratively with staff and other stakeholders.
- Ability to recognize deviation from standard procedure and/or accepted practice and to seek guidance when deviations occur.
- Use initiative and independent judgement within established guidelines
- Attend work on time.
- Communicate effectively, in a customer service environment, both in writing and in person. Operating company vehicles for errands, transportation, and deliveries
- Valid state driver's license
- High school diploma or equivalent
- 1-2 years of general administrative experience, including a high level of customer service
- Associate's degree in business administration, communications, or related fields
- Experience in a professional office setting
- Experience in roles requiring managing competing priorities and anticipating needs of a variety of stakeholders
Working Environment: This position works on-site, with opportunity for occasional remote work, as approved by manager. UFSWQD reserves the right to change the remote work policy. Hours may vary but should fall between 7:00 am and 5:00 pm. However, there are projects that may require time in the field. Employees are required to utilize the appropriate PPE for their time in the field. During flood fighting season, October 15th - May 15th, employees may be asked to perform levee and drainage inspections or serve in some capacity within the district's Incident Management Team during emergencies.
Accommodation: Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in this process. Assistance will be gladly provided upon request for any applicant with sensory or non-sensory disabilities. Please contact Tracy Olmedo at (503) ###-#### or for any questions on accessibility or accommodation during the hiring process
Veterans' Preference: Under Oregon Law, qualified veterans may be eligible for Veterans' Preference when applying for UFSWQD positions. If you are a veteran and would like to request Veterans' Preference for this job, please provide qualifying documents (Copy of the Certificate of Release or Discharge from Active Duty, DD Form 214 or 215; Disabled Veterans must also submit a copy of their Veteran's Disability Preference Letter from the U.S. Department of Veterans Affairs) with your application submittal in the attachments section. Documentation must be received by the closing date and time of this recruitment for the applicant to receive Veterans' Preference.
Equal employment opportunity: All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, marital status, familial status, gender identity, sexual orientation, disability for which a reasonable accommodation can be made, or any other status protected by law.
This position is not represented.
This summary outlines the benefit programs, actual benefits may vary depending on employment status.
Urban Flood Safety & Water Quality District strives to provide its employees with a comprehensive, equitable, and cost-effective benefits package in recognition of the influence employment benefits have on their economic and personal welfare.
Benefits are generally available to all regular full-time and part-time employees, whether exempt, or non-exempt, unless otherwise stated in a particular benefit plan.
Seasonal employees are not eligible for benefits, other than paid sick time accrual benefit and paid vacation accrual benefit equal to a rate of two (2) weeks per year. These benefits will be pro-rated based on the number of hours worked.
Health Care (Medical, Vision and Dental)
UFSWQD currently offers health, prescription drug, vision, and dental coverage to employees who meet specific eligibility criteria and their dependents.
Retirement
As a public agency, UFSWQD participates in the Oregon Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP).
Employees hired into qualifying positions on or after August 29, 2003, and who meet certain requirements are members of OPSRP.
OPSRP is a hybrid (defined contribution/defined benefit) pension plan with two components: the Pension Program (defined benefit plan) and the Individual Account Program (defined contribution plan). UFSWQD contributes to the OPSRP system in accordance to PERS requirements.
For specific information about eligibility and plan details, please call 503-###-#### or go to www.oregon.gov/PERS.
Section 457 Deferred Compensation Plan
UFSWQD offers voluntary tax-deferred compensation plan to its eligible employees.
Vacation Benefit
All full-time and regularly scheduled part-time employees are eligible for vacation based on the schedule below. Relevant experience prior to work at UFSWQD will be determined by the hiring manager. All accruals begin after the completion of 90 days of employment. At the end of the Introductory Period, credit is given from the first day of employment. No vacation time may be taken or paid during the Introductory Period, unless specific arrangements have been made at the time of hire. You will earn vacation benefits according to the following schedule for full-time vacation accruals, unless otherwise determined by the Executive Director:
- Years of Relevant Experience: 0 through end of year 5
- Monthly Accrual: 6.67 hours
- Days per Year: 10 days
- Hours per Year: 80 hours
- Years of Relevant Experience: 6 through end of year 10
- Monthly Accrual: 10 hours
- Days per Year: 15 days
- Hours per Year: 120 hours
- Years of Relevant Experience: 11 through end of year 15
- Monthly Accrual: 12 hours
- Days per Year: 18 days
- Hours per Year: 144 hours
- Years of Relevant Experience: 16 through end of year 20
- Monthly Accrual: 13.33 hours
- Days per Year: 20 days
- Hours per Year: 160 hours
- Years of Relevant Experience: 21 through end of year 25
- Monthly Accrual: 14.67 hours
- Days per Year: 22 days
- Hours per Year: 176 hours
- Years of Relevant Experience: 26+ years
- Monthly Accrual: 16.67 hours
- Days per Year: 25 days
- Hours per Year: 200 hours
Regular employees receive 8 hours of paid sick leave per month for full-time employment and a prorated amount for part-time employment. Temporary and seasonal employees are able to earn and utilize up to 40 hours per year of sick leave.
Family Medical Leave
In accordance with federal and state law, and the UFSWQD policy for medical leave, UFSWQD grants family and medical leave to eligible employees for certain family and medical related reasons.
Transportation and Wellness Benefit
UFSWQD offers a Transportation and Wellness benefit program that provides incentives and subsidies to employees who commute to work using environmentally sustainable transportation methods such as bicycling and public transit, as well as employees who are engage in activities to improve their mental and physical health. This benefit is available to all employees, regardless of classification.
Paid Holiday Benefit
UFSWQD observes the following holidays each year, and our offices are officially closed on these days:
- New Year's Day
- Martin Luther King, Jr. Day
- President's Day
- Memorial Day
- Juneteenth
- Independence Day
- Labor Day
- Veteran's Day
- Thanksgiving Day
- Christmas Day
- UFSWQD is a qualifying employer for the Public Service Loan Forgiveness (PSLF) program. For eligibility requirements and information, please visit the website
- Seasonal discounts to community partners such as Adidas and Columbia Sportswear
- Employee appreciation events
01
What personal or professional experience do you have in customer service and administrative support that you feel adequately prepares you for this position?
02
Can you share an example from your own experience where you contributed to the success and well being of a team as an admin support professional? How did your role help create a collaborative and efficient work environment?
Required Question