Administrative Specialist chez City of Eugene, OR

About the Department

Performs a variety of skilled clerical duties of moderate complexity in support of the Maintenance and Parks & Open Space Divisions. Duties involve a high-volume of advanced customer service and administrative support which require an understanding of established and defined department or program policies and procedures, and ability switch between tasks frequently and maintain accurate work; work in this classification includes reception, filing, word processing, data entry, newsletter editor, safety program support, office supply orders, office equipment repair service coordination, and other clerical duties. Position requires a moderate degree of judgment and application of standard office procedures. 

Classification:  Administrative Specialist

Department/Division: Public Works/ Maintenance Division and Parks and Open Space Division
Salary Range: $25.31 -$31.31 / hourly; $52,270.40 - $65,124.80 / 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). You can learn more about our process at our How to Apply page. 
Benefits: Please click the Benefits Tab to view the City of Eugene’s competitive package options.
Location: 1820 Roosevelt Blvd, Eugene OR 97402
Work Schedule: Full Time, Monday – Friday, 8:00 a.m. – 4:30 p.m.

Position Duties

Provides reception services by telephone and in person; answers telephone calls; assists visitors within scope of authority and refers others to appropriate individuals or departments; ascertains nature of business; responds to questions regarding Division(s) procedures, policies, and processes; information for customers from maps, lists, and other documents; takes messages.

Provides information on standard processes, policies, and procedures regarding City programs and services; directs complex questions or unusual requests to appropriate staff members.

Schedules appointments and meetings, reserves conference rooms and vehicles, and makes travel arrangements as instructed; provides logistical support to staff by monitoring staff location and calendars.

Sorts and distributes mail; may coordinate materials for large mailings; prepares and distributes materials.

Composes a variety of standardized correspondence; creates, types, and distributes forms, memos, agendas, and lists.

Prepares, reviews, and proofs documents for accuracy and completeness; makes corrections for grammar, punctuation and spelling.

Drafts minutes of meetings from original records according to City standards; reviews drafts of minutes for accuracy and clarity prior to final processing.

Performs data entry into financial systems, such as purchasing orders and preparing billing invoices; records and deposits funds; balances, tracks and processes routine financial information and payment records; processes cash and charge transactions; processes invoices for payment; may maintain petty cash funds.

Receives, receipts and records fees received for permits, equipment or citations.

Enters and retrieves data from computer systems; adjusts and runs standard reports and queries; sets up, formats, and maintains routine spreadsheets to track data and performs routine tabulations and calculations.

Initiates a request for service for maintenance crews based on caller information, taking care to collect all relevant location and caller information and accurately forwarding information to appropriate crew for service.

Provides back-up administrative support to various programs requiring knowledge of programs, ability to provide appropriate information, attends informational meetings, schedules dates, communicates with the public, and completes follow-up with required documentation within established timeline requirements. 

Sets up and maintains manual and electronic data and filing systems; researches files & records for information; applies retention schedules to program files.

Gathers, monitors and updates a variety of information and processes; compiles and verifies data sources to create reports.

Processes forms, including routine personnel actions, in accordance with established standards and procedures.

Orders and maintains office supplies; coordinates maintenance for office equipment and machines such as standard copier, plans copier, and fax machine.

May provide training to coworkers and temporary staff.

Operates a variety of office equipment including personal computer, photocopier, printers, microfilm equipment, typewriter, calculator, etc.

Actively support and respect diversity in the workplace.

Performs other related duties as assigned.

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 transferrable 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. 
  
A typical way to obtain the knowledge and abilities would be:

Experience:
Two years of general office experience.

High school diploma or G.E.D. equivalent. Post secondary course work in office assistant or administrative assistant areas desirable.

License or Certificate:
A valid Oregon driver’s license or the ability to obtain by date of hire; must pass a driving records check and, if hired, maintain a driving record that meets the City’s standard. Oregon law requires that an out-of-state license holder obtain a valid Oregon license (with appropriate endorsements) within 30 days of becoming domiciled in the state (ORS 803.355).

The ideal candidate will possess the following knowledge, skills, and abilities:

Knowledge of:
•Office practices, procedures and equipment.
•Principles and practices of customer service and general office operations.
•Practices and principles of public/business administration as applied to the assigned areas.
•Programs and services of department or program area.
•Processes, policies, and procedures in assigned areas.
•Business math; using established formulas.
•English grammar, spelling and usage; proof-reading, punctuation.
•Word processing, database and spreadsheet software.
•Basic bookkeeping practices; knowledge of purchasing and contract processes.
•Policies and practices relating to payroll.

Ability to:
•Operate multi-line telephone system, using a clear, well-modulated voice and good diction.
•Communicate effectively with other employees and the general public using tact, courtesy and good judgment.
•Establish effective working relationships with coworkers, other employees and the public.
•Understand and execute oral and written instructions, policies and procedures.
•Respond to and resolve questions and concerns from the public.
•Make decisions in accordance with established policies and requirements.
•Maintain accurate filing and recordkeeping systems.
•Generate reports and correspondence.
•Keyboard at level required for specific position.
•Track assigned financial processes and make accurate computations and tabulations.
•Operate a variety of office equipment and standard personal computer software applications.
•Work with a high degree of accuracy and attention to detail to meet deadlines.
•Learn new skills and new processes as required.
•Handle confidential information with tact and discretion.
•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, standing for long periods of time, 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.

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