Administrative Specialist

Salary : $73,611.53 - $81,144.88 Annually
Location : Administration Office - Beaverton, OR
Job Type: Full-time
Remote Employment: Flexible/Hybrid
Job Number: 24-00069
Department: COMMUNICATIONS
Opening Date: 10/10/2024
Closing Date: 10/27/2024 11:59 PM Pacific
Description
The Tualatin Hills Park & Recreation District (THPRD) is searching for an Administrative Specialist for our Communications team. This position will directly support the Director of Communications.
A successful candidate will have experience in an executive assistant role in a government agency to a senior manager/director or similar job in a comparable office setting. They will thrive in a fast-paced environment with a talent for problem solving, time management, calendaring - including meeting coordination & preparation, and editing & proofreading.
Responsibilities for this role include interacting in a professional and friendly demeanor with a broad range of individuals including members of the public, elected officials, media representatives, and senior management, and the nearly 40 staff working in the Communications Division. To perform this job successfully, the individual is expected to handle highly sensitive and sometimes confidential financial, legal, personnel, and district information while exercising professionalism and discretion.
To learn more about this position and the requirements of the classification, click here.
To reduce barriers to entry, THPRD evaluates an applicant's work history and responses to supplemental questions and does not consider cover letters in the screening process, we will be accepting resumes for this position. Please answer the supplemental questions thoroughly to ensure our subject matter experts can appropriately evaluate your experience.
Essential Job Functions

• Organizes and carries out administrative assignments and projects in assigned program area; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs and assigned division; prepares and assembles reports, manuals, articles, announcements, and other informational materials.

• Composes, formats, edits, revises, proofreads, and prints a variety of documents including correspondence, memoranda, agreements, contracts, legal documents, personnel action forms, reports, policies, informational materials, technical charts and tables, and other materials; types from rough notes, drafts, dictation, modified standard formats, and brief oral instructions; develops, revises, and maintains standardized original documents in accordance with public records laws; assists in designing and producing technical information handouts.

• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.

• Responds to the public and staff inquiries regarding programs, policies, and procedures; exhibits exceptional customer service; interacts with people of all backgrounds and identities; and resolves problems of a moderate complexity within areas of responsibility.

• Coordinates and integrates department services and activities with other district departments and outside agencies.

• Maintains confidentiality of documents, records, communications, and other information.

• May provide support and/or backup coverage to a variety of board and/or committees.

Education and Experience
Any equivalent combination of education, experience, and training that would likely provide the applicant with the required knowledge, skills and abilities is qualifying. The minimum qualifications for this position are:

• An associate degree or equivalent work-life experience in business, communications, public administration, or a related field.

• A minimum of three years of increasingly responsible administrative support experience including multicultural customer service.

• Specialized experience, training, or demonstrated interest within assigned division is preferred.

THPRD is committed to the full inclusion of all qualified individuals. As part of this commitment, THPRD will ensure that people experiencing disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources at
What We Offer You - Why You belong at THPRD
At THPRD, our employees are our greatest asset. We aspire to bring people together by being a welcoming and inclusive park & recreation district for our community. This is more than just our purpose, it's our passion. If you see yourself in our values, we want to hear from you.
Available to full-time employees on the date of hire:
Employee Resource Groups
THPRD offers opportunities to participate in Employee Resource Groups, including an employee-led Affinity Group, a Transformation & Allyship Group, or the district's Welcoming & Inclusive Committee. These groups each support equity and justice-based work within the district. Participation is included as regular paid time for part-time or full-time employees. To learn more, visit THPRD's webpage.
Community Partners
Seasonal employee store access to community partners such as Nike, Adidas, and Colombia Sportswear.
Employee Wellness Program (EWP)
The Employee Wellness Program (EWP) allows employees free drop-in access to all THPRD recreation facilities for you and your household; employees and their households receive a 20% discount for THPRD camps and classes during in-district registration.
Employee Assistance Program (EAP)
The Employee Assistance Program provides free confidential services to employees and their immediate family members 24 hours a day, 365 days a year; Services include, but are not limited to: six sessions (per topic) per plan year, legal and financial services, home ownership support.
Labor Union Representation
Employees are represented by the Oregon School Employees Association (OSEA), a member-driven union that offers support under the Collective Bargaining Agreement.
Retirement Plans
Benefit-eligible employees are required to participate in a hybrid pension plan that provides both a defined pension plan at age 65 of 1.5% paid by the employer and a defined contribution plan that is funded by a mandatory 6% employee contribution that employees are immediately vested in.
Note: The pension plan is not PERS and not transferrable.
Deferred Compensation Plans
Employees have the option to participate in Deferred Compensation Plans through MissionSquare Retirement; employees may choose to defer contributions from their salary into the 457(b) on a pre-tax or Roth basis. The Roth option allows for after-tax deferrals and therefore tax-free distributions in retirement. The 457(b) acts and feels much like a 401(k) plan where employees may invest their own money for retirement. Additionally, MissionSquare offers learning tools, and individual retirement planning with a Retirement Account Specialist.
Mileage Reimbursement
Employees are reimbursed for their mileage (at the rate established by the IRS) when utilizing their own vehicle for the furthering of District business.
Training & Conferences
Employees are fully reimbursed for any training, conference, tuition, books, and fees for any course of training as prescribed by the district.
Holidays
Employees receive eleven (11) paid holidays including New Year's Day, Martin Luther King's Birthday, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran's Day, Thanksgiving Day, Friday following Thanksgiving Day and Christmas Day.
Paid Sick Leave
Paid sick leave is accrued at the rate of eight (8) hours per month with no limit placed on the number of sick leave hours that may be accrued.
Compassionate Leave
In the event of a death of an immediate family member, the district will grant the employee paid leave up to five (5) working days. Immediate family includes spouse, domestic partner, children, parents, grandparents, grandchildren, brother, sister, mother-in-law, father-in-law, brother-in-law, sister-in-law, stepparents, and stepchildren.
Court Appearances/ Jury Duty
If required to report for jury duty or as a witness, employees are excused from work and receive compensation for the hours spent serving.
Available to full-time employees on the 1st of the month following the date of hire:
Health Insurance
THPRD offers its employee three health insurance plan options to choose from:

• Kaiser Permanente HSA Qualified Plan (HDHP) offers coverage at Kaiser Permanente facilities; offered with a Health Savings Account (HSA) funded by the district. Employees may elect to contribute additional funds through pre-tax deductions.
• Kaiser Permanente Traditional HMO offers coverage at Kaiser Permanente facilities; offered with a Health Reimbursement Account (HRA) funded by the district.
• Kaiser Permanente Dual Choice allows employees to be seen by any provider, regardless of their network participation. The Added Choice plan is offered with a Health Reimbursement Account (HRA) funded by the district.

Pet Insurance
In partnership with PetPartners, the district will pay 100% of the premium for one insured pet; employees may include additional pets on their plan but are responsible for the premium cost through payroll deductions.
Flexible Spending Account (FSA)
THPRD offers an optional Section 125 Flexible Spending Account (FSA) through payroll deductions that allows employees to pay for medical, dental, vision, dependent care, and transit expenses with pre-tax dollars. Employees enrolled in the High Deductible Health Plan are eligible to enroll in a Limited Flexible Spending Account to pay for qualified dental, vision, and dependent care expenses.
Available to full-time employees after observing a six (6) month waiting period:
Health Reimbursement Arrangement (HRA)
Employees who select either the Kaiser Permanente Added Choice or Traditional HMO receive a district-funded Health Reimbursement Arrangement (HRA) with $300 per calendar year to pay for qualifying medical, dental and vision expenses. Upon completion of the probationary period, if after July 1st, the employee will receive a pro-rated amount of $150 contributed to their HRA.
Health Savings Account (HSA)
Employees who elect the HSA Qualified Plan (HDHP) are eligible for a Health Savings Account (HSA), a traditional medical coverage and a tax-advantaged way to help save for future medical expenses while providing flexibility and discretion over how you use your health care dollars. All preventive care services under an HDHP are covered, however, the plan has a higher annual deductible.
To offset the higher deductible, the district will contribute the amount of the deductible into the employee's HSA once they have observed the six-month waiting period. Employees may also elect voluntary contributions if they wish to save more than the district provides.
Dental Insurance
THPRD offers the Moda Premier Dental Plan fully paid by the district; this plan provides access to dental professionals nationwide via the Delta Dental Network and includes no deductible and a $2,000 calendar year maximum (per member).
Life Insurance and AD&D Insurance
Life Insurance and Accidental Death & Dismemberment (AD&D) is fully paid by the district and offered through Unum. Represented employees receive fifty-thousand dollars ($50,000) in life insurance and an accidental death and dismemberment benefit of fifty-thousand dollars ($50,000).
Employees may elect additional Voluntary Life Insurance for themselves, their spouse, and/or children.
Long-Term Care
The long-term care benefit is fully paid by the district and offers covered through Unum. Employees have a maximum monthly benefit amount of $1,000 for home care and $2,000 for facility care. Employees may opt to buy higher coverage amounts and are responsible for paying the difference in premium cost.
Long-Term Disability
Long-Term Disability is fully paid by the district at 66 2/3 % of pre-disability earnings, for a maximum benefit of $12,500 a month.
Paid Vacation Time
Paid vacation time is offered to employees based on their years of service; please see below for the accrual rate schedule.
Years of Service Accrual Rate (per year)
Start Date - Completion of 3rd year 12 days
4th year - Completion of 9th year15 days
10th year - Completion of 14th year18 days
15th year - Completion of the 19th year21 days
20+ years24 days per year
Represented employees may accumulate a maximum of two hundred seventy (270) hours of vacation time, while non-represented may accumulate a maximum of two (2) times their annual vacation accrual rate.
Note: Employees begin accruing vacation on their start date and six vacation days are granted to the employee after a six-month waiting period; employees have the option of flexing their time, earning compensatory time (for represented employees), or requesting unpaid leave to take time off while observing the waiting period.
Personal Leave
Two paid personal leave days are granted and used within the calendar year; upon completion of the probationary period if after July 1st, the employee will receive one personal leave day.
Student Loan Repayment Program
The district has partnered with BenefitEd to fund additional payments to an eligible employee's student loan(s) or qualified 529 plan; employees who elect to participate in the program will receive a $50 contribution from the district to go towards the repayment of student loans or a qualifed 529 plan.
Public Service Loan Forgiveness (PSLF)
THPRD is a qualifying employer for the Public Service Loan Forgiveness (PSLF) program. For eligibility requirements and information, please visit the website.
01
In 250 words or less, please tell us why you are interested in an Administrative Specialist position.
02
Please select the option that reflects your experience providing administrative support.

• Less than three (3) years of experience
• Three (3) or more years of experience

03
Do you have prior work experience as an executive assistant supporting an executive leader? (e.g. CEO, director or senior partner)

• Yes
• No

04
If you answered "Yes" to the above question, please tell us about the position you supported and the duties of your role. Please also give a short synopsis of the position you supported and their role in the organization. (For example, if you were the assistant to the Communications Director, be sure to include the title of that position you supported and a sentence or two on the scope/responsibilities of that position. (If you answered "No" to the above question, enter "N/A" in the text box.)
05
Do you have professional experience writing, editing and proofreading?

• Yes
• No

06
If you answered "Yes" to the above question, please provide a detailed description of your experience and the role where you gained that experience. (If you answered "No" to the above question, enter "N/A" in the text box.)
07
THPRD strives to create a workplace culture where employees are welcomed and encouraged to apply their diversity, equity, inclusion, and access (DEIA) values. In 250 words or less, please describe how an administrative specialist can demonstrate a commitment to equity and inclusion in their work.
Required Question