Description
Overview
We are seeking a Logistics Assistant (administrative support role) to join our Logistics Division team. This crucial role provides advanced administrative support across the division's departments and core functions, including Fleet Maintenance, Facilities Maintenance, Supply, Capital Projects, and Materials Management. This position ensures the smooth coordination of day-to-day operations within Logistics, aligning division priorities with cross-department collaboration to ensure effective services and responsive support for our internal workforce.
The ideal candidate is a detail-oriented, adaptable professional with excellent technical and organizational skills. They are proficient in managing complex Outlook calendars, drafting and editing documents, and providing project support that keeps initiatives moving forward. They thrive in a fast-paced environment, balancing multiple priorities with sound judgement. This individual is committed to continuous improvement, problem solving, and delivering exceptional customer service.
Consideration of candidates will occur immediately upon application receipt, with evaluation steps moving very quickly for qualified candidates.
Examples of Duties
Areas of responsibility for the Logistics Assistant (administrative support role):
GENERAL CLERICAL: Performs advanced administrative duties including preparing correspondence and documents, developing and maintaining databases and spreadsheets, maintaining intranet content for assigned DistrictNet pages, and processing travel documentation. Provides administrative support for assigned meetings, including meeting scheduling, meeting document preparation and distribution, room set-up and technology support, and recording meeting minutes. Tracks and updates Standard Operating Guidelines (SOGs), plans and internal procedures for Logistics Administration departments. Coordinates schedules of division’s managers as directed, ensuring appointments and meeting locations are confirmed, conflicts are recognized and avoided, and supporting documents are received and accessible.
CUSTOMER INTERFACE: Serves as a primary contact person to both internal and external customers, answering difficult or more complex questions relating to various functions of the division, as well as general questions regarding Tualatin Valley Fire & Rescue. Forwards inquiries requiring additional knowledge or expertise to the appropriate individual.
ERP ACTIVITIES: Provides expertise in use of the District’s Enterprise Resource Planning (ERP) software. Ensures proper coding of requisitions, tracks purchase orders, and reconciles and enters invoices. Reviews and tracks proposals and contracts. Addresses discrepancies through change orders or requisition modifications. Works with the Finance department to ensure all charges associated with the program are appropriately allocated. Ensures work order and asset tracking in ERP are appropriately entered and resolves discrepancies in inventory functions.
PROJECT/PROGRAM COORDINATION: Works independently within established parameters on a variety of department-specific projects, programs and small-to-medium scale events. Develops new processes to streamline tasks for the Logistics Division. Administers the pool vehicle check out systems for CBOC. May work directly with vendors on project tasks. Requests proposals, schedules work, and reviews quality of contracted work, escalating as warranted.
BUDGET AND PERFORMANCE DOCUMENTATION: Provides administrative support associated with annual budget and performance documents. Maintains budget tracking sheets, including timely and accurate updates for all purchase orders, charges, and change orders. Ensures that budget and projection amounts are appropriate and accurate for each category. Maintains information regarding expenditures in current fiscal year to inform coordination of next fiscal year’s budgets. Obtains additional information and quotes as necessary to support budget development. Maintains appropriate vendor contact information.
PURCHASES: Manages budgeted and non-budgeted purchases and inventory of assigned supplies and consumables to ensure conformity with purchasing policies and standard purchasing practices.
For a complete description of each of these areas of responsibility, as well as the secondary functions, we invite you to review the job description.
Supplemental Information
TVF&R evaluates each applicant's work history and responses to supplemental questions. Please be sure to thoroughly answer the application's supplemental questions to ensure our subject matter experts can appropriately evaluate your experience and qualifications.
COMPENSATION:
The monthly salary range for this position is $5,130 - $6,935 per month. The starting pay assignment is based on a candidate's bona fide factor analysis in accordance with the District's pay equity system and the Oregon Equal Pay Act.
WORK LOCATION:
This is an on-site position with on-site work at TVF&R’s Logistics Service Center, 9991 SW Avery St. Tualatin, OR 97062. The work hours for this position are Monday through Friday from 7:00am - 3:30pm.
Tualatin Valley Fire and Rescue strives to provide exceptional internal and external customer service. To ensure a collaborative and supportive environment with both the public we serve and our co-workers, employees perform their work on-site at the assigned work location.
VETERANS PREFERENCE:
It is the District's policy to provide eligible veterans with preference as required by law. Applicants must provide certification of eligibility for entitlement to the preference (e.g. DD-214 long form clearly showing discharge status) with the application submission by the closing date of the posting.
EQUAL EMPLOYMENT OPPORTUNITY:
TVF&R is an equal employment opportunity employer and seeks to attract a diverse workforce that reflects the community we serve in order to deliver safe, professional, and high-performance service.
ACCOMMODATION REQUESTS:
Persons needing accommodation under the Americans with Disabilities Act for any part of the application process should contact Human Resources staff at 503-649-8577. We accept operator relay calls. If you’re deaf, hard of hearing, or have a speech disability, please call 711 for assistance.
Requirements
Qualifications
The education and experience minimum requirements below are those typically required for performing the job functions (unless specifically noted to be preferred). Equivalent combinations of education and experience may be considered.
Education:
- Associates degree.
Experience:
- Three years of administrative experience preferably supporting a wide variety of roles in multiple business units.
- Advanced knowledge of Microsoft Outlook, Word; and intermediate knowledge of Excel and SharePoint.
- Ability to perform reporting using SQL Reporting Services preferred.
- Prefer general knowledge of regulatory requirements (codes, ordinances, etc.) applied to a wide range of logistics areas.
For additional information on the requirements for this position, see the job description.
