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City of Eugene Administrative Specialist - Part Time Limited Duration in Eugene, Oregon

Administrative Specialist - Part Time Limited Duration

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Administrative Specialist - Part Time Limited Duration

Salary

$19.31 - $24.03 Hourly

Location

Eugene, OR

Job Type

Part-Time Limited Duration

Department

Public Works Department

Job Number

03103

Closing

1/28/2022 5:15 PM Pacific

  • Description

  • Benefits

  • Questions

General Statement of Duties:

The Eugene Airport is seeking to fill a part-time Administrative Specialist - Limited Duration position. The position is projected to last 12 months with the option to extend per business need. Please see "Supplemental Information" at the end of the posting for more information about limited duration positions.

The person in this position will perform a variety of skilled clerical duties of moderate complexity in support of the Eugene Airport. 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, filing, word processing, data entry, and other clerical duties. Position requires a moderate degree of judgment and application of standard office procedures.

Length of assignment: This assignment is expected to last up to 12 months.

Work Schedule: Approximately 25 hours per week. Monday – Friday, 9:00 a.m. – 2:00 p.m.

Application Deadline: Friday, January 28, 2022 -5:00 p.m.

Accepting online applications only.

Must pass a TSA criminal based background check.

Working at the City of Eugene

The City of Eugene offers a great benefit package including holidays, vacation, sick leave, retirement benefits and a range of insurance benefits as well as training and advancement opportunities. To view more information about the benefits (http://www.eugene-or.gov/DocumentCenter/Home/View/1817) and current insurance premium rates (http://www.eugene-or.gov/DocumentCenter/Home/View/1811) , click the respective links. While these positions operate in a challenging and fast paced environment they are part of a supportive, collaborative team that is flexible and values work-life balance.

The City of Eugene is located in the Willamette Valley, which offers a wide range of recreational activities to residents and visitors. Home to the University of Oregon, Eugene is a progressive community with engaged residents, a vibrant arts community and is known as Track Town USA; hosting national and international track and field events. Eugene offers many of the amenities of a larger city while retaining the feel and characteristics of a smaller city including a strong sense of community and a short commute to work with little traffic congestion.

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

Provides reception services by telephone and in person; answers telephone calls, refers callers and visitors to appropriate personnel; takes messages.

Provides information on standard processes, policies, and procedures regarding Airport programs and services; directs complex questions or unusual requests to appropriate staff members.

May process accounts payable and accounts receivable, 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.

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, logs and processes Airport Lost & Found.

Receives and responds to inquiries from the Division(s) website(s).

Provides back-up administrative support to various programs requiring knowledge of programs, ability to provide appropriate information, attends informational meetings, receives payments, schedules dates, communicates with the public, and completes follow-up with required documentation within established timeline requirements.

May make purchases using a City procurement card; reconciles and processes procurement card purchases according to established Finance Department requirements.

Receives, receipts and records fees received for permits.

May set up and maintain manual and electronic data and filing systems; researches files and records for information; applies retention schedules to program files.

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.

Practices and principles of public/business administration as applied to the assigned areas.

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, document management systems, 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, and 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

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:

Limited Duration Employees

Limited Duration Employees are those hired for the limited time period specified in this posting. After the position is posted and a competitive selection process has been completed, an offer of employment will be made. Employees hired into limited duration positions will be members of the AFSCME bargaining unit and covered by the contract except for the items outlined below under Salary and Benefits.

Salary and Benefits

Limited duration employees have many of the same benefits as AFSCME employees, although there are a few exceptions due to the limited length of employment. The salary schedule for limited duration employees is the same schedule used for regular AFSCME employees. 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. Limited Duration employees are at-will employees and they do not have a probationary period; they accrue no seniority, have no bumping or layoff provisions, and have no discipline or discharge rights. Additionally, limited duration employees will receive City health plan coverage for themselves only. Dependent coverage is available at full cost to the limited duration employee.

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 (http://www.eugene-or.gov/DocumentCenter/Home/View/1813) , benefit premium rates (http://www.eugene-or.gov/DocumentCenter/Home/View/1811) , and/or the AFSCME contract (http://www.eugene-or.gov/index.aspx?NID=1966) click the respective link. Click here to view information about Total Worker Health. (https://secure.neogov.com/images/AgencyImages/jobposting/658/jobpostings/image/BeWell_Handout.png)

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