Senior Administrative Specialist at City of Eugene, OR
City of Eugene, OR · Eugene, United States Of America · Onsite
- Senior
- Office in Eugene
About the Department
This person will perform a variety of complex and specialized administrative support duties in the Public Works Administration office requiring the application of advanced administrative support skills and a thorough understanding of department programs, processes, and procedures; exercises independent judgment and discretion associated with high level administrative work.
As an organization we are focusing on six Core Competencies for employees:
Trust & confidence – Making our intent and actions be transparent and honest while fostering healthy, inclusive relationships, actively listening and maintaining open communications, delivering on our promises, investing in other’s success, and engaging each other and the community
Creative work environment – Exploring meaningful new ideas and relationships to foster innovation and encourage collaboration and creativity. Challenging the standard method of doing business in a positive environment.
Now & later perspective – Looking beyond day to day challenges to better anticipate the future and adjust to change.
Respectful & inclusive work environment – Seeking out a wide range of voices and making each other feel respected and included.
Self-awareness & emotional intelligence – Learning to recognize and understand our own emotions and the emotions of others and recognizing our individual strengths and weakness to raise self-awareness so we can perform better.
Wellbeing - We take care of ourselves and each other.
Application Deadline: Wednesday, October 1, 2025, at 5 p.m. P.T.
Accepting Online Applications Only
Salary: $27.46 - $34.21 Hourly / $57,116.80 - $71,156.80 Annually
The City of Eugene determines starting pay within the range based on relevant education and experience as provided by the applicant in their application materials. This process is consistent with the Oregon Equal Pay Act (OEPA).
Department, Division: Public Works, Administration
Union Representation: American Federation of State, County and Municipal Employees (AFSCME)
Hiring Manager: Marion Suitor Barnes
Work Location: 99 W 10th Ave, Suite 370, Eugene, OR.
Schedule: Monday - Friday, 8:00 a.m. - 5:00 p.m. with flexibility per business need
Benefits: The City of Eugene offers robust and competitive benefits. For more information, select the Benefits Tab, or view benefits summaries as well as see information about all employee benefits.
Living & Working in Eugene: Information about living in Eugene, how the City of Eugene operates, and more can be found on our website.
Position Duties
Provides a variety of complex and specialized administrative support to the Executive & Division Management, Financial Services, Public Information & Graphics Services, Stormwater Education, and Human Resource work sections in the Public Works Administration Division.
May provide backup support to the PW Executive Director, and the PW Administration Division Manager.
Customer Service: Provides assistance to the public and other employees in person, by telephone, or by other electronic methods; explains complex processes and requirements; interprets and applies program information to a variety of situations and the processing of requests; determines when to contact appropriate program staff for assistance; may assist public with program compliance questions and issues.
Accounts Payable and Receivable: Processes accounts payable and receivable; enters information into financial systems; monitors and tracks financial processes and payments; processes purchase orders and requisitions; assigns appropriate codes to transactions; may assist with budget preparation and monitoring.
Records Management: Develops and maintains complex manual and computerized record keeping systems for a variety of department or specialized program records; retrieves information; applies retention guidelines to purge records. Assists with public records requests for the division and department.
Sets up and maintains computerized files to track data which may include spreadsheet tabulations and calculations; modifies criteria for queries to extract data.
Processing Contracts and other Approvals: Assists with developing and/or coordinating the processing of contracts, forms, notices, orders, or materials required for program area functions.
Administrative Process: Assists with design, implementation, monitoring, and maintenance of program processes, procedures, program-related events, and systems; develops and evaluates clerical or administrative processes. Timekeeping duties for the division.
Administrative Assistance: Supports members of division leadership with scheduling, document tracking and other assigned tasks.
May serve as technical expert, computer and telephone coordinator for program area.
Actively supports and respects diversity in the workplace.
Performs other related duties as assigned.
To view detailed information on the duties, knowledge, and abilities that may be expected for this position, please see the classification: Administrative Specialist, Sr. - AFSCME
Minimum Qualifications
Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes with relevant transferable skills from a variety of sources and experiences. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.
When screening your application, the City will consider an equivalent combination of relevant education and experience which provides the applicant with the knowledge, skills, and abilities required to meet minimum qualifications for this position.
Experience:
Three years of increasingly responsible and skilled experience in providing clerical and administrative support duties; specific program knowledge desirable.
Training:
High school diploma or G.E.D. equivalent. Post-secondary course work in office assistant or administrative assistant areas desirable. Course work in bookkeeping may be required for specific positions.
Background
Must pass a background check.
The ideal candidate will have the following knowledge, skills, and abilities:
Knowledge of:
A variety of office methods, practices and procedures.
Effective customer service standards.
Business English, grammar, spelling and usage, and punctuation; strong editing and proofreading skills.
General program or operation practices and principles, including applicable policies, processes, and procedures.
Word processing, spreadsheet programs or other application software.
Effective phone practices and protocols.
Policies and practices related to processing payroll information and personnel actions.
Standard bookkeeping practices, including applying public purchasing regulations and policies and financial recordkeeping processes.
Business math and office-related mathematical formulas and processes.
Basic webpage layout and online file management.
Ability to:
Perform and prioritize a wide variety of general administrative support duties.
Communicate effectively, both orally and in writing.
Provide customer service with courtesy and tactfulness.
Read, understand, apply and effectively explain a variety of City, department, and/or program policies and procedures.
Use independent judgment in making decisions and handle confidential information with tact and discretion.
Compose and edit a variety of correspondence.
Operate a variety of office equipment, including word processing, spreadsheet, and specialized computer software.Operate computer terminal to input and retrieve data.
Establish and maintain complex manual and computerized filing and record-keeping systems.
Perform complex tabulations and computations, and monitor a variety of financial processes.
Gather and evaluate a variety of data to develop and prepare effective reports.
Build effective working relationships with coworkers, other departments and agencies.
Provide effective lead direction if required; coach others.
Develop and maintain complex and varied filing systems.
Keyboard at the speed required for a specific position.
Perform physical activities that are essential functions of the position, including speech, hearing, manual dexterity to function in an office environment, lifting of supplies and boxes, etc.
Other Qualifications
What to Expect from our Selection Process
Applicants are screened based upon their relevant knowledge, abilities, skills, experience, and training. The selection process varies according to the position and can include such things as screening of supplemental questionnaires, written or skill tests, ability or fitness tests, interviews, and assessment processes. In addition, background investigations and records checks may be required. Some positions also require applicants to have a psychological evaluation and/or physical examination and a drug test prior to employment. Marijuana use is evaluated consistent with current state law regulations. PLEASE NOTE: Once the posting closes, the process can take 4-6 weeks to complete.
Diversity, Equity, and Inclusion
The City of Eugene is committed to a respectful work environment. We value the cultural, educational, and life experiences of each employee. We believe that a diverse workforce enables us to deliver culturally responsive services to all members of our community. As part of our commitment to diversity, equity, and inclusion we desire to welcome, respect, and create a sense of belonging for a wide range of identities and experiences in our workforce. Women, people with disabilities, and persons of color are strongly encouraged to apply.
The City of Eugene complies with the Americans with Disabilities Act of 1990. Any applicant with a qualified disability under the Americans with Disabilities Act may request accommodation by contacting an employment coordinator at (541) 682-5061.
In compliance with the Immigration Reform and Control Act of 1986, the City of Eugene will request all eligible candidates who accept employment with the City to provide documentation to prove they are eligible for employment in the United States. NOTE: The City of Eugene does not participate in the E-Verify program; therefore, candidates requiring E-Verify for employment authorization will not be eligible for employment with the City.
