Executive Assistant II

Make a Difference Supporting Newport's Growth and Development

The City of Newport is seeking a proactive, detail-oriented, and community-minded professional to join our Community Development Department. As Executive Assistant II, you'll be the first point of contact for residents, developers, and business owners navigating the city's land use and building permit processes.

This position plays a key role in how the public experiences our department - setting the tone for customer service, professionalism, and responsiveness. If you thrive in a fast-paced environment, enjoy helping others, and take pride in keeping projects organized and on track, this is a unique opportunity to contribute to the future of our growing coastal community.

We're proud to offer a 4-ten-hour work schedule (MondayThursday), giving you three-day weekends to enjoy Oregon's beautiful coast and maintain a healthy work-life balance. In addition, fluent Spanish speakers who earn the City's bilingual certification can receive additional pay for using their language skills in this position to better serve our diverse community. For non-local hires, we'll help you settle in with short-term housing - a furnished apartment with a partial rent subsidy for your first three months. Just bring your clothes

Applications received by Monday, November 17, will receive first consideration. The position will remain open until filled.

The Executive Assistant II provides both administrative and technical support to ensure that the Community Development Department runs smoothly and efficiently. You'll coordinate schedules, process permit applications, prepare official notices, maintain department records, and support the Planning Commission - all while helping customers understand city processes and requirements.

You'll be part of a small, collaborative team where accuracy, communication, and service make a real difference every day.

What You'll Do

• Serve as the first point of contact for the public, providing courteous and accurate information about land use and building permits.
• Answer questions related to adopted City of Newport codes and procedures and collaborate with customers to understand complex needs before referring them to senior staff.
• Assist the public in navigating City land use and building procedures.
• Review permit application materials for completeness, receive payments, enter data, and assign file numbers.
• Manage public records for all permit types, including scanning and archiving for digital access.
• Calculate permit fees, perform cashier duties, and reconcile payments.
• Monitor the permit review process, route applications for review, and follow up to ensure timely responses.
• Use GIS software to identify public notice recipients, prepare and issue legally compliant notifications, and schedule hearings.
• Prepare templates for staff reports, permits, findings, and certificates.
• Maintain and update adopted codes, plans, and department website content.
• Administer the City's online permitting system by updating records, issuing notices, reconciling fees, and preparing statistical reports.
• Coordinate permit inspections, assist field inspectors, and communicate results to applicants.
• Serve as Secretary to the Planning Commission, including attending bi-monthly evening meetings, preparing agendas and packets, recording meetings, and producing accurate minutes.
• Act as a Notary Public for department-related documents.
• Perform other duties as assigned.

Why Join Us

At the City of Newport, you'll be part of a dedicated team that values collaboration, service, and community impact. This position offers a front-row seat to how local government supports smart growth, safety, and sustainability - and your work will help ensure that every interaction with our department reflects the City's commitment to excellence.

Help shape the future of Newport - apply today

Education and Experience:

Any combination of education and experience that provides the knowledge, skills, and abilities to perform the job effectively. Typically includes:

• High school diploma or equivalent with coursework in a related field, and
• At least two years of related administrative or customer service experience, preferably in a public agency or permitting environment.

Desirable Qualification:

• Bilingual in English and Spanish.

Special Requirements:

• Possession of or ability to obtain a valid Oregon driver's license.
• Ability to attend evening meetings.

Knowledge:

Knowledge of word processing, spreadsheet, database, and GIS applications (preferably Word, Excel, Acella, Granicus, and ESRI GIS products); business English; and a thorough understanding of administrative office practices. English usage, spelling, grammar, and punctuation. Business letter writing and the standard format for typed materials. Methods and techniques of proper phone etiquette. Methods and techniques of basic report preparation and writing. Methods and techniques of record keeping and filing. Customer service and public relations methods and techniques.

Skills:

Skills in the use of personal computers, various related software programs, and standard office equipment. Strong customer service, time management, and organizational skills. Strong analytical and prioritization skills. Customer Service orientation and skills. Exceptional interpersonal skills, strong oral and written communications skills with a variety of audiences; ability to communicate complex material in a simple, understandable manner; competence in business English, spelling, and punctuation. Strong reasoning, analysis, and problem-solving skills combined with excellent judgment and professionalism.

Abilities:

Ability to establish and maintain an effective working relationship with city management, employees, other entities, and the general public. Ability to maintain effective working relationships with employees and city officials. Ability to learn basic functions and structure of a municipal organization. Ability to maintain records and logs, communicate effectively both orally and in writing with individuals and groups, and to learn, apply, and explain in detail tasks related to this position and the city's policies and procedures. Exercise good judgment and maintain confidentiality with critical and sensitive information, records, and reports. Understand, interpret, and apply general administrative, city, and departmental policies and procedures. Read, understand, and review documents for accuracy and relevant information. Use applicable office terminology, forms, documents, and procedures in the course of the work. Use sound judgment in following and applying appropriate laws, regulations, policies, and procedures. Compose correspondence, and compile and arrange data in a readable and comprehensible manner. Proofread and edit draft reports or correspondence for errors in grammar or structure. Maintain regular and constant attendance. Multi-task and work under steady pressure with frequent interruptions. Coordinate activities and meet critical deadlines. Deal successfully with the public, in person and over the telephone. Understand and follow instructions. Type and enter data at a speed necessary for successful job performance. Physical ability to perform the essential job functions.

The employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach, and manipulate objects. The position requires mobility, including the ability to frequently lift or move materials up to 25 pounds, and rarely lift or move materials up to 60 pounds. Manual dexterity and coordination are required approximately 80% of the work period to operate such equipment as computers, keyboards, telephones, and standard office equipment.

Working Conditions/Work Environment:

Work location is primarily indoors where most work occurs under usual office working conditions.