TCTD Office Assistant

Tillamook County Transportation District is seeking a full-time Office Assistant to join our team! 

Job Title: Office Assistant

Supervised by: Financial Supervisor

Status: Full Time Non-Exempt Employee

Pay Range: $29,453 to $44,803 Annually,  $14.16 to $21.54 Hourly

 

POSITION SUMMARY

The Office Assistant is a confidential class position, responsible for a wide range of duties that support the work of the Financial Supervisor. These responsibilities include maintaining accounts receivable, ensuring employee timecards are received and approved in time for payroll, answering general questions from District employees regarding human resource, payroll, and finance policies, processing personnel action forms, facilitating the hiring and onboarding of new employees, and maintaining the District’s records. The Office Assistant will back up the Administrative Assistant as needed. The Office Assistant must demonstrate good judgment, meet deadlines, and be able to handle confrontational or stressful situations, and work effectively with other employees, the public, government employees, and vendors. The Office Assistant fosters an overall positive atmosphere within the District.

ESSENTIAL FUNCTIONS*

  • Support Financial Supervisor by maintaining accounts payable and receivable, printing checks, issuing statements and invoices, and recording payments, deposits, and inter-fund transfers.
  • Provide District staff with finance and human resource support by answering general questions about the District’s human resource policies, procedures, programs, benefits, and reimbursements.
  • Provide timely information, assistance, and appropriate forms to employees on District benefit programs, including medical, vision, dental, prescription, deferred compensation, employee assistance, Family Leave and long-term disability.
  • Support hiring managers by posting job announcements, scheduling interviews, following up with candidates, ordering and scheduling pre-employment fingerprinting and screening, and facilitating new hire orientation paperwork and onboarding.
  • Follow up with managers and employees to ensure timely approval of employee time records. Prepare timecard exception report for review and resolution by Operations Superintendent.
  • When timecards have been approved by management, prepare and process payroll using payroll system. Ensure compliance with all applicable state and federal wage and hour laws.
  • Assist Financial Supervisor in implementing employee wellness and recognition programs.
  • Maintain an updated seniority list as directed by management team.
  • Receive and process garnishments.
  • Track employee license and certification expiration dates. Proactively remind employees to renew their required licenses and certifications 60 days and 30 days in advance of expiration.
  • Maintain employee personnel files in compliance with legal requirements.
  • Keep employee records up to date by processing Personnel Action Forms and similar employee status information changes in a timely manner using the District’s HR information system and payroll system.
  • Respond to Oregon Employment Department requests for information in a timely manner.
  • Facilitate timely COBRA notices.
  • Maintain the District’s official files and records for Union grievances. Monitor grievance timelines and proactively follow up with management team to ensure the District meets all requirements under the collective bargaining agreement.
  • Serve as the secondary point of contact for receiving and processing public records requests. Coordinate the retrieval of information and address routine questions or problems as necessary.
  • Maintain District records in compliance with federal, state, and local laws. Ensure proper record storage, security, filing, retrieval, and destruction.
  • Track key dates related to District contracts and notify management team for timely follow-up.
  • Archive documents in compliance with legal requirements and District policy.
  • De-escalate confrontational or stressful situations by exercising good judgment, professionalism, and empathy.

ADDITIONAL DUTIES & RESPONSIBILITIES

  • Receive and distribute mail.
  • Back up the Administrative Assistant as needed.
  • Assist with inputting assigned shifts into the District’s information systems as needed.
  • Assist Financial Supervisor in implementing employee wellness and recognition programs.
  • Make travel arrangements for Financial Supervisor and other members of the management team, as directed by the Financial Supervisor.
  • Respond to research requests from District management team. Search and review records to retrieve information and files.
  • Perform general office and secretarial duties as needed.
  • Other tasks as assigned by the Financial Supervisor.

REQUIRED EDUCATION, KNOWLEDGE, SKILLS, AND EXPERIENCE

  • High school diploma or GED.
  • Must have at least one (1) year of human resource or payroll related experience and one (1) year of accounting or accounts receivable related experience.
  • Must have familiarity with general accounting practices, including GAAP and accrual accounting.
  • Must have experience with payroll processing and wage and hour law.
  • Must be able to maintain a high degree of confidentiality.
  • Must demonstrate attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
  • Must be able to understand and follow written or oral instructions and proactively seek clarification from Financial Supervisor when necessary.
  • Must demonstrate a high degree of ethical practice and personal integrity.
  • Must have excellent telephone, face-to-face, and written communication skills.
  • Must be proficient with computers, including windows-based applications, email and on-line research.
  • Must possess strong organizational skills.
  • Must have experience operating office machines (i.e. copier, fax, scanner, and ten-key calculator)

PHYSICAL REQUIREMENTS

  • Work is performed in an office environment.
  • Frequent sitting, keyboarding and hearing voice conversations is required.
  • Occasional bending, squatting, lifting up to 20 pounds, pushing, reaching and walking is required.

* Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.