Senior Administrative Specialist - Corvallis Police Department

Position Summary

Perform a wide variety of routine and complex clerical, customer service, and administrative activities in alignment with established City policies and practices to assist and support department staff, police related committees and boards, and the public. Exercise knowledgeable, independent judgment on routine and non-routine matters. These tasks are illustrative only and may include other related duties.

Full-time, 40 hours per week
AFSCME represented position
12-month probationary period

Must meet all qualifications and requirements as listed in the position description
Cover letter required with application

Proposed Recruitment Timeline

February 18, 2026

Recruitment Opens March 4, 2026 @ 5pmFirst Review of Candidates March 17-18, 2026

Oral boards

March/April 2026

Background Anticipated Appointment
April 16, 2026

Essential Duties

Performs advanced administrative support to the Chief of Police, Captains, and other Department managers. Point of contact for management scheduling, arranging appointments and calls, and serves as a departmental point of contact for internal and external customers.

Performs routine accounting and data entry duties such as processing accounts payable, invoices, purchase orders, time sheets, and payroll. Supports department staff by preparation, tracking, and reconciling travel and training-related forms and payments. May also perform non-routine duties such as reconcile spreadsheets, prepare correcting journal entries, and assist others with corrections.

Performs data entry for Accounts Receivable (AR) accounts, prepare, and/or send out invoices, and manages documentation for accounts through the AR collections process for False Alarm billing, Alarm Permits, and Second Response notices.

Supports recruitments, including reviewing applicants, scheduling, preparing materials, administering testing, and coordination of interviews. Coordinates pre-employment testing process including background materials and scheduling. Processing personnel action forms for new and current employees.

Composes documents, letters, memoranda, or notices from brief instructions or through own initiative and performs advanced word processing. Composes legal, technical, and/or confidential documents. Supports staff by proofreading, editing, and assuring documents meeting format requirements.

Creates, maintains, and manages department records, files, materials, and supplies. Ensures proper operation of office equipment including preventive maintenance, arranging for repairs, and maintaining consumable equipment inventories.

Maintains confidential internal investigative and employee records for the Police Department including, but not limited to, internal affairs, complaints, crashes, personnel actions, performance appraisals, disciplinary action and other confidential records.

Organizes and staffs Police boards and forums, including scheduling and taking minutes at official public meetings. Provides support services such as publishing meeting times, generating meeting packets, and publishing minutes to the City web pages that are an official public record of the City. Prepares advisory group packets, agendas, and staff reports, and maintains current membership of advisory boards. Maintains public archives for advisory board-related materials.

Provides support for contracts, tracks renewal dates, acts as liaison to contractors, receives and compiles bid information, processes contract payments, prepares contracts following City contract specifications and City purchasing procedures.

Creates, maintains, and updates department web pages. Monitors department web pages for outdated information, requests updated information from appropriate department contacts, formats and posts data.

Develops and provides training for department-specific software applications and serves as a resource for those applications unique to the position. Acts as a departmental resource for questions on word processing, spreadsheet applications, and office automation suite.

Trains and reviews work of other administrative support employees, may act as lead worker over projects. Trains and schedules administrative casual support…