Administrative Specialist

Job Overview

Support the financial work that helps keep City services moving. The City of Medford is looking for an Administrative Specialist to provide advanced administrative, financial, and confidential support within the Finance Department. This role is ideal for someone who enjoys variety, accuracy, organization, and meaningful work that supports departments across the City.

• Prepare and review financial reports for all departments, including budget and audit documentation.
• Compile, analyze, and review the City’s biennial budget.
• Schedule and coordinate meetings for the Budget Committee, Budget Stabilization Committee, Finance Committee, and Audit Committee; prepare agendas, take minutes, and distribute meeting materials.
• Review purchase order requisitions, confirm vendor information, and compare invoiced amounts to purchase orders.
• Verify employee work hours, leave usage, and overtime; submit payroll information for processing.
• Maintain sensitive records and coordinate records retention activities.
• Respond to requests for information from the public, internal departments, and employees, including calls, correspondence, and mail distribution.
• Prepare and distribute public hearing notices and other public communications.
• Perform general administrative duties such as mail processing, filing, travel expense approvals, and training requests.
• Implement continuous improvement and participate in professional development opportunities.
• Demonstrate high levels of employee engagement, accountability, and teamwork.

• Required
  
  Education and Experience:
  
  High school diploma or GED equivalent; four (4) years of progressively responsible administrative experience with strong customer service skills. A bachelor’s degree in business management, public administration, or a related field may substitute for two (2) years of experience.
• Preferred Qualifications: Experience in budget development, budget tracking, or departmental budget administration; proficiency with Excel (intermediate to advanced); ability to prepare, review, or format financial reports with high accuracy and confidentiality.

• 8 hours daily, Monday through Friday.
• Potential alternate schedule after first 90 days: nine-hour workdays with a three‑day weekend every other week.

The anticipated hiring range for the Administrative Specialist is $32.26 (first step) to $33.87 (second step) to $35.57 (third step). Pay is determined based on education, experience, and qualifications.

• Medical, vision, and dental coverage for employee and family, paid at 100% by the City.
• Life and accidental death and dismemberment insurance ($50,000).
• Long‑term disability insurance.
• Health Reimbursement Account (HRA-VEBA) contributions.
• Oregon Public Employee Retirement System (PERS) lifetime pension at no cost to the employee.
• Deferred Compensation retirement plan (Section 457).
• Paid vacation, sick leave, and holidays.
• Employee Assistance Program (EAP).
• Wellness Program with up to $200 annual incentives.
• Access to a fully equipped fitness center (24/7).

Inside office desk work with regular office noise, adequate lighting, and regulated HVAC systems. Requires extended periods of sitting and standing, occasional walking, and daily use of automated office machines (computer, printer, copier, telephone).

• Active Listening
• Communicativeness
• Customer Orientation
• Technology Savvy
• Team Player