Job Summary

Make an impact:
Begin an exciting career with the City of Salem Police Department in our new Police Facility as a Staff Assistant! You will be closely connected with the Chief of Police, Deputy Chiefs, and Lieutenants, helping with long-term strategic operations as you track activities and provide feedback for implementation of the Salem Police Department 2022-24 Strategic Plan.

We are looking for administrative support in the financial planning / fiscal accountability section of the Salem Police Department. This section helps ensure resource expenses are accurately accounted for and within the Police Department's budget authorization.

Learn and grow:
There are a number of career trajectories within the City of Salem Police Department. You will learn more about all of them to see what all we can offer. You will learn more about the city’s strategic priorities and other insightful programs that the City of Salem offers.
What you will do:
The Staff Assistant will be responsible for review/payment of all invoices, assisting with answering telephones, assist with scheduling appointments, routing incoming mail, attending meetings for taking minutes, and creating/reviewing confidential correspondence. In addition, this position is responsible for processing deposits, assisting with the reconciliation of Petty Cash and other duties as assigned.

Additional information on job responsibilities:

• 
  Daily use of computer software programs including Outlook, Excel, Word, and other data base systems to maintain files concerning a variety of projects specific to the administrator(s).
• Balance, post, correct, and compose a variety of financial related documents such as purchase orders, budgets, or other records.
• Maintain financial database of contractual funds and audit accounting and tracking of fund expenditures.
• Maintain positive relationships with employees, agencies, and the public.
• Provide excellent customer service while navigating interruptions and/or ever-changing priorities.
• Respect, seek to understand, and value individual differences to foster and support a diverse and inclusive workplace.
• Subpoena management from the various courts for our sworn personnel.

What can we offer you for all your hard work?

• Medical, dental, and vision coverage for you and your family.
• Paid vacation and sick time in accordance with City policies.
• Competitive pay.
• 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.
• Employee wellness program.
• Employee assistance program.
• Employee health clinic.
• Free, secure parking.
• Department gym available for employee use on-site.
• The City offers an excellent compensation and benefits package which can be found by clicking here.
• Position schedule is Monday – Friday 8:00 a.m. – 5:00p.m.

What are the minimum qualifications?

• High school graduate or GED, five years of progressively responsible clerical experience, including operating a personal computer and accurate data entry/transcription, or any combination of experience and training that demonstrate possession of the knowledge, skills, and abilities as listed, and ability to perform the essential job functions.
• Must pass the extensive pre-employment criminal background check to obtain Criminal Justice Information System clearance and Law Enforcement Data System certification within 30 days of hire (clearance must be maintained throughout employment).
• Must pass pre-employment drug test (including marijuana).
• Some positions may require possession of an Oregon Driver license and have a driving record that meets the City of Salem's driving standards or alternate means of participating in meetings and coordinating work at other locations.
• Typing certificate required - 40 wpm with 95% accuracy rate. If you have a proctored typing test from within the last 12 months, please attach it to your application (not required).
• Bilingual skills are desired.

What you will bring along:

• Administrative and clerical procedures, systems, software, and equipment used for word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
• Principles and processes for providing customer and personal services.
• Effective communication.
• Familiar with desktop publishing software (i.e. MS Publisher, Spark, Adobe).
• Experience using project management databases (i.e. MS Project, Access, Slack).
• Familiar with financial databases systems for invoice and PO entry (i.e. Oracle, FIMS).
• Experience reconciling department credit cards and receipt management.

About us:
The Salem Police Department is the 3rd largest agency in the State of Oregon. We are a full-service department to include many special teams. Our new facility is a 104,000 square foot building with many amenities for employees to include an indoor/outdoor breakroom, and a work-out room/locker room.

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 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.

The Urban Renewal Agency and the Salem Housing Authority are separate municipal corporations. The Agency contracts with the City for services and the Authority is led by the Housing Administrator within the Urban Development department.

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