Senior Program Coordinator, Limited Duration

City of Eugene•Eugene, OR

12h•Onsite

About The Position

The City Recorder’s Office is looking for a detail-oriented and organized individual to fill the role of a part time Senior Program Coordinator. This position is a Limited Duration position that could last up to 6 months per business need. This role will assist with records management, archiving, promotional and educational outreach, and other supporting duties. An ideal candidate will enjoy working both as part of a team and independently, be comfortable working in a fast-paced team environment, sometimes with rapidly changing priorities, and be able to exercise discretion in all work environments.

Requirements

Four years of progressively responsible paraprofessional experience in the program or operational area or a related field, including at least two years of experience at the paraprofessional journey-level.
Equivalent to an Associate degree with major course work in the area of assignment, or in public administration, business administration, or a related field.
Must pass a background check.
Knowledge of City Council and municipal processes and procedures.
Knowledge of office practices, procedures and equipment.
Knowledge of Word processing, presentation, database and spreadsheet software, virtual and in-person meeting applications and tools.
Knowledge of principles and practices of customer service and general office operations.
Knowledge of basic math and statistical calculations.
Expert knowledge of English grammar, spelling and usage; proof-reading, punctuation.
Knowledge of State of Oregon Public Records and Retention Rules and guidelines.
High attention to detail.
Experience with contracts, particularly the management of active contracts and the close-out process.
Experience building organization and/or filing systems.
Experience implementing or enforcing policies, rules, mandates or statutes.
Experience with disposition or destruction of records.
Ability to work independently and with initiative to support daily City Recorder’s Office processes.
Ability to plan, organize and administer specialized program areas; evaluate program direction and assess program impact, perform program or operation need assessments; evaluate issues, solve problems, and prioritize needs.
Ability to read, understand, interpret and apply applicable provisions of procedures, laws, ordinances and techniques to assigned area activities.
Ability to exercise good judgment, establish priorities and goals, maintain confidentiality.
Ability to research and compile information and make recommendations.
Ability to write clear and concise reports and other correspondence.
Ability to establish and maintain complex specialized records, varied and detailed computerized filing and record-keeping systems; design reports and compile data.
Ability to work well independently and within a team setting; make appropriate decisions regarding work methods and priorities; use appropriate conflict resolution, negotiation and communication skills.
Ability to make independent decisions consistent with appropriate policies, procedures, and techniques.
Ability to operate standard office equipment such as typewriter, calculator, personal computer, telephone and photocopier; use a variety of computing programs, such as word processing and spreadsheets, etc.
Ability to work with a high degree of accuracy and organize work assignments to meet deadlines.
Ability to communicate effectively, both orally and in writing.
Ability to keep informed on developments in the program or operational area.
Ability to learn new skills and new processes as required.
Ability to develop training, training materials and conduct training sessions.
Demonstrate effective time-management and organizational skills.
Ability to perform physical activities that are essential functions of the position, including sitting or standing frequently or for extended periods of time, bending, stooping, and kneeling.

Nice To Haves

Enjoy working both as part of a team and independently.
Comfortable working in a fast-paced team environment, sometimes with rapidly changing priorities.
Able to exercise discretion in all work environments.

Responsibilities

Applies advanced paraprofessional knowledge and experience to the Archives, Public Records, and Contracts Management program.
Uses considerable judgement for planning, coordinating and overseeing program aspects and developments.
Assists the City Recorder in the ongoing direction of programs and operations.
Archives: creates high-level inventories in consultation with department leads; establishes process for physical intake based on availably of archives space and appropriateness based on current retention schedules; develops a process to de-accession records from archives back to departments or facilitate destruction if eligible.
Records Management: Oversees records management projects by providing support and information to staff on State requirements for preserving, retaining, and making available records.
Develops trainings and resources for staff to support ongoing compliance.
Contracts: Supports the citywide contract system through filing (hard copy and digital), metadata updates, and destruction preparation; ensures compliance with all applicable legal requirements; supports historical contract management through backlog reviews and maintenance of physical contract room.
Develops administrative, operating, and programmatic procedures and controls for carrying out activities in the assigned area; implements, coordinates, and administers a variety of projects and activities; coordinates with other departments and/or jurisdictions.
Identifies administrative, operational, and programmatic issues and problems and makes recommendations for improvements.
Assists the City Recorder in developing long and short-range objectives and program goals.
Evaluates effectiveness, impact, and cost of program or operational activities; evaluates need for training or changes to program policies and procedures and develops recommendations; monitors program compliance and administers training as needed.
Interprets and applies laws, rules and regulations impacting the program area to determine and implement an appropriate course of action.
Interprets ordinances; reviews legislation and other rules and regulations pertaining to assigned programs; monitors program activities for compliance with Federal and/or State laws.
Negotiates with involved parties to resolve problems, gain compliance, reach agreement or determine provisions for services.
Develops and/or oversees the development of promotional and educational outreach activities for the program area, including writing fact sheets which require researching a variety of resources.
Provides assistance and information to employees requiring thorough knowledge of laws, regulations, policies and procedures in the assigned area.
Develops procedures, manuals, and forms for program area; writes instruction manuals describing procedures and requirements.
Performs special studies and program or operation audits; informs manager or supervisor of trends, costs, problem areas and special conditions and issues; presents data and information on assigned projects (e.g. records management, archival processes, contracts).
Provides a variety of administrative program support, such as developing and maintaining databases and spreadsheets; verifying, tracking and updating information; designing and producing standard and customized reports; develops and maintains complex recordkeeping and tracking systems (e.g. contracts, public records requests).
Provides training to coworkers, interns, and temporary staff.
Operates a variety of office equipment including personal computer, photocopier, scanner, printer, etc.
Actively supports andਉrespects diversity in the workplace.
Performs related and other duties as assigned.