Administrative Specialist
City of Eugene, OR - Eugene, OR

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Performs a variety of skilled clerical duties of moderate complexity in support of the Maintenance and Parks & Open Space Divisions. Duties involve customer service and administrative support which require an understanding of established and defined department or program policies and procedures; work in this classification includes reception, filing, word processing, data entry, and other clerical duties. Position requires a moderate degree of judgment and application of standard office procedures.

Department/Division: Public Works Department / Maintenance, Parks & Open Space Division
Supervisor: Melysa Slavkovsky x4907
Location: 1820 Roosevelt Blvd., Eugene
Work Schedule: This position is currently budgeted at 20 hours per week, but may require additional hours (up to 40 hours per week) depending on business need. This position will work Monday through Friday between the hours of 8am to 5pm. Details to be discussed at interview.

Application Deadline: Friday, November 15, 2013, 5:00 p.m.
Accepting on-line applications only.

Examples of Duties Performed - Duties may include but are not limited to the following:

Receives visitors and telephone inquiries to the Division(s); ascertains nature of business; responds to questions regarding Division(s) procedures, policies, and processes; assists visitors within scope of authority and refers others to appropriate individuals or departments; obtains information for customers from maps, lists, and other documents.

Schedules staff appointments and meetings; reserves conference rooms and vehicles.

May process accounts payable and accounts receivable, purchase orders and requisitions assuring proper approvals, coding, and records; purchases office supplies and equipment, maintains inventory; coordinates maintenance for office equipment and machines such as standard copier, plans copier, and fax machine.

Sorts and distributes mail according to general knowledge of department activities and programs; prepares mailings and faxes.

From written drafts or oral instructions prepares letters, memos, forms, and reports using personal computer, calculator, photocopier, and other standard office equipment; composes and proofreads material to assure proper layout, grammatical composition, and inclusion of pertinent information.

Performs data entry into several computerized systems while identifying discrepancies; maintains and updates files, records, and logs on computerized and manual record-keeping systems; searches files and records for readily identifiable information as directed.

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.

Receives and responds to inquiries from the Division(s) website(s).

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

May make purchases using a City procurement card; reconciles and processes procurement card purchases according to established Finance Department requirements.

Receives, receipts and records fees received for permits.

May set up and maintain manual and electronic data and filing systems; researches files and records for information; applies retention schedules to program files.

Actively supports diversity; works to maintain a respectful workplace environment.

Performs other related duties as assigned.

Qualifications:

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.

Business English, grammar, spelling, proof-reading, and punctuation.

Word processing, database, document management systems, and spreadsheet software.

Ability to:
Operate a variety of office equipment, standard personal computer software, and mainframe programs.

Communicate effectively with other employees, agencies, and the public using tact, courtesy, and good judgment.

Perform physical activities that are essential functions of the position including speaking, hearing, manual dexterity to function in an office environment, lifting boxes, and standing at the copier for long periods of time.

Maintain accurate computerized filing and record systems.

Handle money and make change accurately.

Respond to and resolve questions and concerns from the public.

Make decisions in accordance with established policies and requirements.

Work successfully in a team environment; establish effective working relationships with coworkers and the public.

Understand and execute oral and written instructions, policies, and procedures.

Operate multi-line telephone system using a clear, well-modulated voice and good grammar and diction.

Learn new skills and new processes as required.

Handle confidential information with tact and discretion.

Work with a high degree of accuracy paying close attention to detail while meeting deadlines.

MINIMUM REQUIREMENTS

Education
High school diploma or GED. Post secondary course work in office assistant or administrative assistant areas desirable.

Experience
Two years of general office experience.

License
A valid Oregon driver’s license or, the ability to obtain by date of hire; must pass 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 must obtain a valid Oregon license (with appropriate endorsements) within 30 days of becoming domiciled in the state (ORS 803.355).

Supplemental Information:

In addition to the salary listed above, upon eligibility, the City will contribute the employee contribution of 6% and the employer contribution to a retirement program administered by the Oregon Public Employees' Retirement System (PERS).

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. Applicants selected to continue in the process will be notified within two-three weeks after the posting deadline.

DUE TO THE VOLUME OF APPLICATIONS RECEIVED BY THE CITY, GENERALLY, ONLY APPLICANTS SELECTED FOR FURTHER CONSIDERATION (TESTING, INTERVIEWS) WILL BE CONTACTED.

CURRENT INFORMATION ABOUT JOB POSTINGS IS AVAILABLE BY going to www.eugene-or.gov/jobs and selecting "Status of recently posted positions".

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.

The City of Eugene is committed to a work environment which values the cultural, educational, and life experiences of each employee. We believe that a diverse workforce enables us to deliver culturally competent service to all members of our community. As part of our commitment to diversity, the City continues to be an affirmative action/equal opportunity employer. Women, people with disabilities, and persons of color are strongly encouraged to apply.

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