LOC Job Opening

Administrative Assistant/Receptionist

Department: Operations

Location: Salem, Oregon

Salary: $27.51 to $38.21 hourly, depending on qualifications

Deadline Date: 02/05/25

Posted Date: 01/15/25

View Job Description

The League of Oregon Cities (LOC) is the trusted, go-to resource to help Oregon city staff members and elected officials serve their cities well and speak with one voice.  We support Oregon’s cities by connecting city leaders and state legislators, advocating for cities’ needs, sharing vital information, and helping build vibrant, resilient communities that Oregonians are proud to call home.

The LOC currently has an open Administrative Assistant position.  This position assists the organization and its various departments under the supervision of the Chief Operating Officer, by providing administrative support to the organization as a whole, while serving as the organization’s sole receptionist. Administrative tasks are intended to assist in the coordination of LOC programs, events, information, correspondence, schedules and data.

The Administrative Assistant is fully trained on all the job duties listed below and regularly performs or assists with these job duties as directed by the Chief Operating Officer.  Any person meeting the minimum qualifications is strongly encouraged to apply. 

Essential Job Duties include:

• Responsibilities as receptionist include answering phones, screens and routes incoming calls and general voicemail messages, to greet visitors and respond to routine inquiries with excellent customer service. Collects and processes incoming and outgoing mail, including processing large mailings. Manages LOC email inquiries and correspondence by responding or routing emails to appropriate staff to respond. Track messages and ensure follow-up is managed according to LOC policies.
• Responsible for maintaining keys to the vehicle(s) and storage rooms; ensures security; maintains organization’s vehicles by ensuring proper preventative maintenance and cleaning occurs.
• Maintains the inventory of office and kitchen supplies; and, is responsible for office equipment (copiers, printers) including working with vendors, maintaining supplies and troubleshooting. Must be able to track processes and communicate with staff regarding needs and updates of equipment.
• Responsible for filing, copying, preparing and organizing documents, reports, and presentations.
• Assist with travel arrangements for LOC staff. Assist with new employee onboarding or training materials. 
• Assist, as needed, with bookkeeping tasks such as entering accounts payable information, processing bank deposits, managing petty cash, and receiving and processing payments received for membership dues and registrations fees.  May be required to back up Administrative Assistant-Finance/Board of Directors position.
• Provides administrative support for LOC committees; schedules meetings, prepares meeting packets, conducts research, takes minutes, and performs other related administrative tasks.
• Support the Membership and Engagement team with membership drives, city updates, and data entry, ensuring accurate and timely processes.
• Maintain and update the membership database, perform regular data cleaning, run system updates, and generate reports as needed.
• Provide administrative support for events, meetings, and trainings, including managing registrations, assisting attendees, processing invoices, coordinating logistics (e.g., catering, room reservations), and preparing materials like sign-in sheets, name badges, and surveys.
• Maintains cooperative working relationships with staff, members, other organizations, and the public.
• Follows all safety rules and rules for work areas.
• Demonstrates professionalism in communications, work habits, and attire; commitment to customer service and growth of the organization; a positive attitude; and regular office attendance.
• Performs other related duties as assigned.

This is an in person full-time, 40 hour per week position reporting to the Chief Operating Director.  Depending on a person’s qualifications, the pay range is $27.51 to $38.21 per hour with an anticipated new hire range of $29.23 to $33.95 per hour.  

If you enjoy working for Oregon cities and want to work with a team dedicated to the same, now is your chance to join our team.

To be considered, applicants must submit:

• Cover Letter
• Resume
• LOC’s Veterans Preference Claim form, if applicable.

To be considered, all required application materials must be submitted via email to jpierce@orcities.org no later than 5 p.m. on February 5, 2025.

Email subject: Administrative Assistant

Questions may be addressed to Jayme Pierce, General Counsel, at jpierce@orcities.org.

Per Oregon Revised Statutes 408.225-237, the LOC grants a preference in hiring veterans and disabled veterans as defined by state law.  If you are eligible and wish to claim Veterans' preference points, you must include supporting documents along with the LOC’s veterans preference claim form no later than 5 p.m. on February 5, 2025. 

Assuming qualified applications are received, LOC intends to conduct its first round of interviews the week of February 10.  A final round of interviews, if necessary will be conducted the week of February 17.