Administrative Specialist

Position Overview

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 requiring an understanding of established and defined department or program policies and procedures. The work in this classification includes reception, filing, word processing, data entry, and other clerical tasks and requires a moderate degree of judgment and application of standard office procedures.

• Provides reception services by telephone and in person; answers telephone calls, refers callers and visitors to appropriate personnel, and 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.
• Mays process petty cash, accounts payable and accounts receivable, purchase orders and requisitions ensuring proper approvals, coding, and records; purchases office supplies and equipment, maintains inventory, and coordinates maintenance for office equipment.
• Sorts and distributes mail and prepares mailings and faxes.
• Forms 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.
• 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, attends informational meetings, receives payments, schedules dates, communicates with the public, and completes follow‑up with required documentation within established timeline requirements.
• Mays 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.
• Mays set up and maintain manual and electronic data and filing systems; researches files and records for information; applies retention schedules to program files.
• Acts to support diversity; works to maintain a respectful workplace environment.
• Performs other related duties as assigned.

High school diploma or GED. Post‑secondary coursework in office assistant or administrative assistant areas desirable.

Two years of general office experience.

A valid Oregon driver’s license or the ability to obtain one by the date of hire; must pass a driving records check and maintain a driving record that meets the City’s standard. Oregon law requires that an out‑of‑state license holder obtain a valid Oregon license within 30 days of becoming domiciled in the state.

• 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 the 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.

• 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, manual dexterity, lifting boxes, and standing at the copier for extended periods.
• Maintain accurate computerized filing and record systems.
• Handle money and make change accurately.
• Respond to and resolve questions and concerns from the public.
• Mak…