Administrative Specialist, Senior

The City of Eugene Public Works Administration Division is looking to hire a qualified individual to support the division in a variety of different areas. Public Works Administration Division provides financial support to the Department, creates communication material for the Department, and supports the Public Works Executive Director.

This person will perform a variety of complex and specialized administrative support duties in the Public Works Administration office requiring the application of advanced administrative support skills and a thorough understanding of department programs, processes, and procedures; exercises independent judgment and discretion associated with high level administrative work.

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

Provides a variety of complex and specialized administrative support to the Executive & Division Management, Financial Services, Public Information & Graphics Services, Stormwater Education, and Human Resource work sections in the Public Works Administration Division.

May provide backup support to the PW Executive Director, and the PW Administration Division Manager.

Customer Service: Provides assistance to the public and other employees in person, by telephone, or by other electronic methods; explains complex processes and requirements; interprets and applies program information to a variety of situations and the processing of requests; determines when to contact appropriate program staff for assistance; may assist public with program compliance questions and issues.

Accounts Payable and Receivable: Processes accounts payable and receivable; enters information into financial systems; monitors and tracks financial processes and payments; processes purchase orders and requisitions; assigns appropriate codes to transactions; may assist with budget preparation and monitoring.

Records Management: Develops and maintains complex manual and computerized record keeping systems for a variety of department or specialized program records; retrieves information; applies retention guidelines to purge records. Assists with public records requests for the division and department.

Sets up and maintains computerized files to track data which may include spreadsheet tabulations and calculations; modifies criteria for queries to extract data.

Processing Contracts and other Approvals: Assists with developing and/or coordinating the processing of contracts, forms, notices, orders, or materials required for program area functions.

Administrative Process: Assists with design, implementation, monitoring, and maintenance of program processes, procedures, program-related events, and systems; develops and evaluates clerical or administrative processes. Timekeeping duties for the division.

Administrative Assistance: Supports members of division leadership with scheduling, document tracking and other assigned tasks.

Minimum Qualifications

Experience
Three years of increasingly responsible and skilled experience in providing clerical and administrative support duties; specific program knowledge desirable.

Training
High school diploma or G.E.D. equivalent. Post-secondary course work in office assistant or administrative assistant areas desirable. Course work in bookkeeping may be required for specific positions.