Administrative Specialist - Limited Duration
City of Eugene, OR - Eugene, OR

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Performs a variety of skilled clerical duties of moderate complexity involving 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.

Length of assignment: This assignment is expected to last 12 to 18 months.

Department / Division: Public Works Department / Wastewater Division

Work Location: 410 River Avenue, Eugene

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

Receives visitors and telephone inquiries to the Division; ascertains the nature of their business; responds to questions regarding Division 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.

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, meetings, conference rooms, vehicles, and travel arrangements as instructed; provides logistical support to staff by monitoring staff location and calendars; prepares supplies for meetings.

Sorts and distributes mail; processes certified mailing, tracks mailings, 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.

May take and transcribe minutes from meetings.

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 creating and reserving purchase orders and creating department orders assuring proper approvals, coding, and records; processes cash and charge transactions; tracks and processes invoices for payment; primary petty cash custodian.

Maintains the Division’s archive records including: LaserFiche scanning software and equipment to file documents in computerized scanning system and retrieve with template searches; processes queries and builds reports using: LaserFiche, Access, Excel, Maximo, and Adobe Acrobat.

Administer petty cash funds, including distribution and replenishment of funds; performs various posting and balancing of records and accounts; assuring proper approvals, coding and records.

Scans documents into the Wastewater electronic content management system (LaserFiche).

Performs daily data entry of work orders and invoices into the Computerized Maintenance Management System (Maximo).

Supports Industrial Source Control (ISC) staff; reconciles manifests, mails time sensitive enforcement letters, compiles data, completes data entry into the ISC database, and maintains and updates industry addresses and files.

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

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

Sets up and maintains manual and electronic data and filing systems; researches files and records for information.

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

Processes forms in accordance with established standards and procedures.
Orders and maintains office supplies.

May provide training to coworkers and temporary staff.

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

Actively supports and respects diversity in the workplace.

Learns about the Division’s environmental management system (EMS) and understands and implements EMS Policies.

Performs other related duties as assigned.

Qualifications:

Office practices, procedures and equipment.

Principles and practices of customer service and 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, usage, and punctuation; proof reading.

Word processing, database, and spreadsheet software.

Basic bookkeeping practices; knowledge of purchasing and contract processes.

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

Communicate effectively with other employees and the 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; 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 speaking, hearing, manual dexterity to function in an office environment, and lifting of supplies and boxes.

PASS A CRIMINAL HISTORY RECORDS CHECK
MINIMUM REQUIREMENTS:


Education
High school diploma or GED. Post secondary course work in office assistant or administrative assistant area(s) desirable.

Experience
Two years of general office experience.

License or Certificate
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). Office practices, procedures and equipment.

Supplemental Information:

Working Conditions
Work in this class is done generally in an office environment. May be required to sit, keyboard, write, hear, and speak for extended periods of time. May be required to stand frequently for extended periods. Work includes operating a variety of office equipment. Work activities may include bending, stooping, and kneeling. May be required to lift up to 25 pounds.

Limited Duration Employees
Limited Duration Employees are those hired for the limited time period specified in this posting. After the position is posted and a competitive selection process has been completed, an offer of employment will be made. Employees hired into limited duration positions will be members of the AFSCME bargaining unit and covered by the contract except for the items outlined below under Salary and Benefits.

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).

Salary and Benefits
Limited duration employees have many of the same benefits as AFSCME employees, although there are a few exceptions due to the limited length of employment. The salary schedule for limited duration employees is the same schedule used for regular AFSCME employees. The normal starting salary is the first step shown on the posting. Other placement in the salary range may be considered depending on qualifications and experience. Limited Duration employees are at-will employees and they do not have a probationary period; they accrue no seniority, have no bumping or layoff provisions, and have no discipline or discharge rights. Additionally, limited duration employees will receive City health plan coverage for themselves only. Dependent coverage is available at full cost to the limited duration employee.

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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