Administrative Specialist Job Vacancy in City of Eugene, OR Eugene, OR – Latest Jobs in Eugene, OR

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Company Name : City of Eugene, OR
Location : Eugene, OR
Position : Administrative Specialist

Job Description : General Statement of Duties:
Performs a variety of skilled clerical duties of moderate complexity in support of the Public Works Engineering Division. 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, scanning, 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 / Engineering Division
Location: Wells Fargo Building, 99 W Broadway, Eugene
Work Schedule: Monday – Friday, 8:00 a.m. – 5:00 p.m. Most work must be completed on site, however there is a possibility of some remote work.
Application Deadline: Friday, March 25, 2022 – 5:00 p.m.
Accepting on-line applications only

Must reside in the state of Oregon and be able to report onsite for work as needed in Eugene, OR to meet business needs
Examples of Duties Performed – Duties may include but are not limited to the following
Receives visitors and telephone inquiries to the Division; ascertains 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.

Processes 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.

Scan construction contract and related documentation specific to Public Works Engineering; file and sort documents electronically, following an established standard process, ensuring division processes and adherence to city and state retention guidelines.

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

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

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.

Receives and responds to inquires from the Division website.

Ability to provide appropriate information, attend informational meetings, receive payments, schedule dates, communicate with the public, and follow-up with required documentation within established timeline requirements.

Makes purchases using a City procurement card; reconciles and processes procurement card purchases according to established Finance Division requirements.

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.

Principles and practices of public/business administration as applied to the assigned areas. Principles and practices of time management.

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, 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
Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job. 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. The City will consider any equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

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

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:
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 “Job Posting Status”.

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.
If a job posting indicates this position is temporary (not limited duration) then the employee serves at will. Temporary employees do not receive benefits through the City of Eugene unless required by City, State or Federal code/statute.

Representation
Employees in this classification are represented by American Federation of State, County, and Municipal Employees (AFSCME), and their salaries may be subject to a monthly payroll deduction after 31 days of employment.

Salary and Benefits
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. Periodic advancement through the salary range is dependent upon merit. The City provides a full range of benefits, including holidays, vacation, sick leave, retirement benefit, and life insurance. Health, dental, and vision benefits are available.

To view a summary of benefits, benefit premium rates, and/or the AFSCME contract click the respective link. Click here to view information about Total Worker Health.

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