Administrative Specialist

City of Medford•Medford, OR

9h•Onsite

About The Position

The City of Medford is seeking an Administrative Specialist to provide advanced administrative, financial, and confidential support within the Finance Department. This role is ideal for someone who enjoys variety, accuracy, organization, and meaningful work that supports departments across the City. In this role, you will support a variety of important Finance functions, including financial reporting, budget and audit processes, committee coordination, purchase order review, records management, and more. If you are detail-oriented, service-minded, and ready to contribute to work that impacts the entire organization, we encourage you to apply!

Requirements

High school diploma or GED equivalent
Four (4) years of progressively responsible administrative experience that includes frequent communication with customers, or the public, requiring strong service-oriented skills.
Bachelor’s degree in business management, business administration, public administration, or other specific area of study as deemed applicable may substitute for the two (2) years of experience.

Nice To Haves

Experience supporting budget development, budget tracking, or departmental budget administration.
Experience preparing, reviewing, or formatting financial reports, spreadsheets, and supporting documentation with a high level of accuracy and confidentiality.
Proficiency with Excel at an intermediate or advanced level, including formulas, pivot tables, filtering, reconciliation, and report preparation.

Responsibilities

Oversees various financial responsibilities, including preparing various financial reports for all departments, collecting documentation for the annual audit, and preparing information needed for grant reporting.
Compiles, analyzes, and reviews the City’s biennial budget.
Prepares and schedules Budget Committee, Budget Stabilization Committee, Finance Committee, and Audit Committee meetings with staff and committee members, prepares and distributes agendas, attends meetings, takes and distributes minutes, etc.
Reviews purchase order requisitions from all departments, collects and confirms vendor information, and compares invoiced amounts to purchase orders.
Verifies Finance employee’s work hours, leave usage, and overtime, and submits payroll information for timely processing.
Uses prescribed procedures to process, distribute, record and destroy sensitive information and records; maintains and coordinates records retention activities.
Responds to requests for information from the public, internal departments, and employees, including calls, correspondence, customer service interaction, distributing mail, etc.
Prepares and distributes public hearing notices.
Reviews and works with confidential information.
Performs administrative duties, processing mail, filing, processes training requests, travel expenses, etc.
Completes designated job tasks, special projects, and all other duties as assigned to meet team, department, and City goals while working cooperatively, efficiently, and productively in a team environment.
Actively demonstrates high levels of employee engagement, accountability, coachability, and responsibility for personal performance and results.
Demonstrates initiative to incorporate and implement learning principles from informal and formal training, as well as feedback from leaders and co-workers.
May be required to drive to attend off-site meetings and perform work-related errands.
The scope of the assigned responsibilities may vary based on departmental structure and at the discretion of the Department Director or designee.
May be responsible for assisting staff with workload, directing tasks, training, etc.
Prepares and schedules meetings with staff.
Reviews and works with confidential documentation.
Approaches training opportunities with active engagement and curiosity, while learning and exhibiting understanding of City policies, protocols, and performance expectations.
Pursues professional development opportunities to add value to the city, including learning, adopting, and quickly adapting to new techniques, technologies, and industry practices.
Actively demonstrates accountability and responsibility for both work product results and the impact behaviors and decisions may have on the ability of others to do their jobs well.
Receives, interprets, and implements job-related instruction, guidance, coaching, and training (both formal and informal) while progressively improving skills and overall success in performing assigned duties.
When issues of poor performance or negative behaviors are raised, incorporate feedback in a constructive manner that demonstrates understanding of the concern and an ability and willingness to achieve the required consistent and sustained improvement.
Performs other duties as assigned to support the overall function of the department and organizational goals.
Demonstrates regular, reliable, and punctual attendance.
Upholds the values of the organization and has strong customer service orientation.
Handles job stress and interacts effectively with others in the workplace.
Fosters an environment that embraces diversity, integrity, trust, and respect.
Is an integral team player, which involves flexibility, cooperation, and communication.

Benefits

Medical, vision and dental benefits for employee and family, paid at 100% by the City with the opportunity to buy-up to a lower deductible plan
Life and Accidental Death and Dismemberment insurance – policy value of $50,000 paid by the City
Long-term disability insurance provided by the City
Health Reimbursement Account (HRA-VEBA) contributions provided by the City
Oregon Public Employee Retirement System (PERS) lifetime pension after retirement at no cost to employee
Deferred Compensation retirement plan (Section 457 Plan) for employee's retirement planning
Paid vacation, sick leave, and holidays
Employee Assistance Program (EAP)
The City’s Wellness Program promotes physical, social, emotional, intellectual, financial and environmental wellness with various goals and challenges to participate in throughout the year. Employees may qualify for wellness incentives by completing milestones set within the program up to $200 annually
Access to the City's fully equipped fitness center 24/7