Website West Multnomah Soil & Water Conservation District
RECRUITMENT ANNOUNCEMENT: Office Coordinator
Initial Posting Date: 4/13/2023
Application Deadline: 5/4/2023
Agency: West Multnomah Soil and Water Conservation District
Salary Range: $4,660 to $5,665 per month to start; full range up to $6,876 per month
Position Title: Office Coordinator
Who We Are:
The West Multnomah Soil and Water Conservation District mission is to provide resources, information, and expertise to inspire people to actively improve air and water quality, fish and wildlife habitat, and soil health. We are a publicly funded special district conservation organization. We partner with many organizations and individuals, including residents and private landowners to accomplish our mission in Multnomah County west of the Willamette River. Our services include invasive weed management, wildlife habitat and stream restoration, financial assistance for conservation projects and community partners, establishing school and community gardens, workshops, and conservation planning for healthy forests, farms, streams, and soil.
The West Multnomah Soil and Water Conservation District strives to build and sustain an inclusive environment that embraces and values diversity. Employees at the District work together to foster fairness, equity, inclusion, and belonging. Candidates from diverse backgrounds are encouraged to apply. We are most interested in finding the best candidate for the job, and that candidate may not meet every one of our listed preferred qualifications. Lived experience may count towards the preferred qualifications. If you are excited about this position, we encourage you to apply.
The West Multnomah Soil and Water Conservation District has a full-time opportunity available for an Office Coordinator. The Office Coordinator has a high level of responsibility in supporting our organization’s efficient and compliant administration and must possess a wide variety of skills and expertise. This position must have flexibility, great attention to detail, be able to prioritize responsibilities, be able to multitask and be able to respond quickly to urgent requests.
The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This position requires someone supportive of enhancing diversity, equity and inclusion in all the District does and creates a welcoming environment for people of all races, gender identities, and backgrounds. The Office Coordinator will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
General duties include:
- Provides general administrative support including, but not limited to, assisting with the efficient operations of the District, responding to requests for information and/or forwarding messages to appropriate staff, filing, data entry, assisting the Budget and Fiscal Manager with various accounts payable and accounts receivable tasks; assisting staff with contracting questions, maintaining contractor records, maintaining office equipment, general administrative support of all staff, ordering supplies, meeting support, and a wide range of other tasks.
- Assist with Human Resource tasks focusing on the District’s benefits system, maintaining personnel and Employee Handbook files, personnel policies, recruitment and onboarding processes, processing employee status changes, off-boarding of employees, researching personnel-related issues, and keeping the staff informed regarding new laws, information and/or changes that might affect the District. Manages the collecting, reviewing, and maintaining of timesheets for payroll processing. Assist District Manager and Budget and Fiscal Manager with payroll processing and employee retirement contributions.
- Clerk for the Board of Directors focusing on Board meeting preparations (in-person, remote, or hybrid), taking minutes, preparing legal notices, providing the District’s Outreach and Communications Coordinator with information and materials for posting to District website and media announcements, dissemination of meeting packets, recordkeeping and assisting the Chair or members with special tasks as requested. Maintain Board calendar to track special events/agenda topics, guests, and staff presentations. Distribute minutes, legal notice affidavits, oath of office forms, and other documents as needed to Oregon Department of Agriculture and other agencies as requested.
- Serve on staff committees as appropriate and needed, taking on a leadership role or independent decision-making role based on experience.
- Special projects as assigned (will vary based on District needs and professional development desires).
Candidates who are most competitive will also reflect the following:
- Ability to communicate effectively, including communicating technical information with staff, the board, the public, and other agencies.
- Excellent organizational skills and attention to detail.
- Ability to prioritize conflicting needs; handle matters expeditiously and proactively, and to follow through on projects to successful completion, often with deadline pressures.
- Ability to take personal responsibility for increasing their knowledge of environmental justice and diversity, equity, inclusion, and belonging, and to assist the District with the implementation of diversity, equity, and inclusion practices and initiatives.
What are we looking for?
BA/BS degree in office administration, business, or related field preferred. A combination of relevant education and experience in office administration may substitute for the educational requirement.
Extensive experience with Microsoft Word, Excel, and QuickBooks or equivalent software.
The successful candidate will have a valid driver’s license or commit to obtain one within 6 months of hire date.
What’s in it for you!
The opportunity to work on a productive and creative team in support of local environmental conservation where no two days are ever the same! We offer a generous benefits package with comprehensive medical, dental, and vision plans for the employee and their qualified family members, as well as paid sick leave, vacation leave, personal leave, and 11 paid holidays a year. In addition, we offer membership in Oregon’s Public Employees Retirement System (PERS) and in a Health Reimbursement Arrangement Voluntary Employees’ Beneficiary Association (HRA VEBA).
This position will be based out of West Multnomah SWCD office; however, the successful candidate may be eligible for hybrid work. The logistics of hybrid work will be confirmed prior to your hire and may be changed at any time given specific job duties and business needs. West Multnomah SWCD will provide necessary hardware (laptop, monitor, keyboard, mouse) for an employee to successfully work from home. This position requires occasional travel by car both in-state and out-of-state on official District business for meetings, conferences, and trainings, some of which may be held in the evenings. At West Multnomah SWCD office, you will have access to a workspace, however, it may be shared with other employees.
To be considered for this role, please submit a cover letter and resume to firstname.lastname@example.org by Thursday, May 4th at 11:59 PM. Cascade Employers Association is assisting with this recruitment.
Be sure to attach BOTH a resume and cover letter.
Allow yourself plenty of time to complete and submit your resume and cover letter.
This posting closes at 11:59 PM on the close date listed.
Please save a copy of the job announcement for your reference, as it may not be available for you to view after the job posting closes.
Applicants are eligible for Veterans’ Preference when applying with West Multnomah Soil & Water Conservation District. For more information on required materials to submit, please see our Veterans’ Preference Policy.
As an employer, the District complies with HB 2005, the Pay Equity Bill. We do not discriminate on the basis of protected class in the payment of wages, and we do not screen applicants on the basis of their current or past compensation.