Administrative Specialist - Engineering - Limited Duration

City of Eugene•Eugene, OR

10d•Onsite

About The Position

Performs skilled clerical duties of moderate complexity in support of the Public Works Engineering Division. The position provides customer service and administrative support requiring knowledge of established department or program policies and procedures. Work includes reception, scanning, filing, word processing, data entry, and other clerical duties, with a moderate degree of judgment and application of standard office procedures. This is a limited-duration position that could last up to 12 months depending on business need. It is an in-person position at 180 W. 8th Ave., Suite 200, Eugene, Oregon, with a Monday through Friday schedule from 8:00 a.m. to 5:00 p.m. The position is represented by AFSCME. Limited-duration employees are at-will, do not have a probationary period, accrue no seniority, and do not have bumping or layoff provisions or discipline or discharge rights. The City of Eugene sets starting pay within the stated range based on relevant education and experience provided in the application. Applicants are screened based on relevant knowledge, abilities, skills, experience, and training. A background check is required, and other assessments or records checks may be required as part of the selection process.

Requirements

High school diploma or GED.
Two years of general office experience.
Valid Oregon driver's license, or ability to obtain one by the date of hire; must pass a driving-record check and maintain a record meeting the City's standard.
Must pass a background check.
Knowledge of office practices, procedures, and equipment; customer service and general office operations; public or business administration as applied to assigned areas; department or program services; and applicable processes, policies, and procedures.
Knowledge of business mathematics and established formulas; business English, grammar, spelling, proofreading, and punctuation; and word-processing, database, and spreadsheet software.
Ability to operate office equipment, standard personal computer software, and mainframe programs.
Ability to communicate tactfully and effectively with employees, agencies, and the public.
Ability to perform essential physical activities, including speaking, hearing, manual dexterity in an office environment, lifting boxes, and standing at a copier for extended periods.
Ability to maintain accurate computerized filing and record systems; handle money and make change accurately; respond to and resolve public questions and concerns; and make decisions under established policies and requirements.
Ability to work successfully in a team, establish effective working relationships, and understand and carry out oral and written instructions, policies, and procedures.
Ability to operate a multi-line telephone system with a clear, well-modulated voice and good grammar and diction; learn new skills and processes; handle confidential information with tact and discretion; and maintain accuracy and attention to detail while meeting deadlines.

Nice To Haves

Post-secondary coursework in office assistant or administrative assistant areas.

Responsibilities

Receive visitors and telephone inquiries, determine the nature of their business, respond to questions about Division procedures and processes, assist within the scope of authority, and refer other inquiries to appropriate individuals or departments.
Obtain information for customers from maps, lists, and other documents.
Scan construction contracts and related documentation, and electronically sort and file documents in accordance with established processes and City and state retention guidelines.
Set up and maintain manual and electronic data and filing systems; research files and records; and apply retention schedules to program files.
Schedule staff appointments and meetings and reserve conference rooms and vehicles.
Process purchase orders and requisitions, ensuring appropriate approvals, coding, and records; purchase office supplies and equipment; maintain inventory; and coordinate maintenance of office equipment and machines.
Sort and distribute mail, and prepare mailings and faxes.
Prepare letters, memoranda, forms, and reports from drafts or instructions; compose and proofread materials for layout, grammar, and completeness.
Enter data into computerized systems, identify discrepancies, and maintain and update files, records, and logs in computerized and manual systems.
Respond to inquiries received through the Division website.
Provide backup administrative support to programs, including providing information, attending informational meetings, receiving payments, scheduling dates, communicating with the public, and completing required follow-up documentation on time.
Make purchases using a City procurement card and reconcile and process those purchases in accordance with Finance Division requirements.
Actively support and respect diversity and help maintain a respectful workplace.
Complete designated tasks, special projects, and other assigned duties in support of team, department, and City goals, working cooperatively and productively.
Demonstrate employee engagement, accountability, coachability, and responsibility for personal performance and results.