Administrative Specialist - Engineering - Limited

Performs a variety of skilled clerical duties of moderate complexity in support of the Public Works Engineering Division. 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, scanning, filing, word-processing, data entry, and other clerical duties. Position requires a moderate degree of judgment and application of standard office procedures.

Classification:
Administrative Specialist - AFSCME

Salary: $25.13 - $31.31 / Hourly

The City of Eugene determines starting pay within the range based on relevant education and experience as provided by the applicant in their application materials. This process is consistent with the Oregon Equal Pay Act (OEPA).

Department, Division:
Public Works/Engineering

Union Representation:
American Federation of State, County and Municipal Employees (AFSCME)

Work Location:

180 W. 8th Ave., suite 200, Eugene, OR 97401

Schedule:

In-person, Monday - Friday, 8:00 a.m. to 5:00 p.m.

Benefits:
The City of Eugene offers robust and competitive benefits. For more information, select the Benefits Tab, or view benefits summaries?as well as see information about all employee benefits.

Living & Working in Eugene:
Information about living in Eugene, how the City of Eugene operates, and more can be found on our website.

About the Limited Duration Position:

This Limited Duration position could last up to 12 months depending on business need.

If you are a current Limited Duration employee, you will not have rights back to your Limited Duration position.

Employees hired into Limited Duration positions will be members of the AFSCME bargaining unit and covered by the contract except for items outlined below:

Limited Duration employees are at-will and do not have a probationary period; they accrue no seniority, have no bumping or layoff provisions, and have no discipline or discharge rights.

Receives visitors and telephone inquiries to the Division; ascertains nature of their business; responds to questions regarding Division procedures, policies, and processes; assists visitors within scope of authority and refers others to appropriate individuals or departments; obtains information for customers from maps, lists, and other documents.

Scan construction contract and related documentation; file and sort documents electronically, following an established standard process, ensuring division processes and adherence to city and state retention guidelines.

Sets up and maintains manual and electronic data and filing systems; research files and records for information; applies retention schedules to program files.

Schedules staff appointments and meetings; reserves conference rooms and vehicles.

Processes 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 and responds to inquiries from the Division website.

Provides back-up administrative support to various programs requiring knowledge of programs, ability to provide appropriate information, attend informational meetings, receive payments, schedule dates, communicate with the public, and follow-up with required documentation within established timeline requirements.

Makes purchases using a City procurement card; reconciles and processes procurement card purchases according to established Finance Division requirements.

Actively supports and respects diversity; works to maintain a respectful workplace environment.

Complete designated job tasks, special projects, and all other duties as assigned to meet team, department, and City of Eugene goals while working…