Administrative Specialist

Summary

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. In this role, you will support a variety of important Finance functions, including financial reporting, budget and audit processes, committee coordination, purchase order review, records management, and more.

If you are detail-oriented, service-minded, and ready to contribute to work that impacts the entire organization, we encourage you to apply.

• High school diploma or GED equivalent.
• Four (4) years of progressively responsible administrative experience that includes frequent communication with customers or the public, requiring strong service-oriented skills.
• Bachelor’s degree in business management, business administration, public administration, or other specific area of study may substitute for the two (2) years of experience.

• Experience supporting budget development, budget tracking, or departmental budget administration.
• Experience preparing, reviewing, or formatting financial reports, spreadsheets, and supporting documentation with a high level of accuracy and confidentiality.
• Proficiency with Excel at an intermediate or advanced level, including formulas, pivot tables, filtering, reconciliation, and report preparation.

• 8 hours daily, Monday - Friday.
• Potential opportunity for alternate schedule after the first 90 days: 9‑80 (nine-hour workdays with a three-day weekend every other week).

The anticipated hiring range for the Administrative Specialist position is $32.26 (first step) to $33.87 or $35.57 (second or third step). The city determines starting pay based on an evaluation of relevant education, experience, and qualifications as provided by the applicant. Six steps are included in this salary range, allowing opportunity for annual movement through the steps.

• Medical, vision, and dental benefits for employee and family, paid at 100% by the City with the opportunity to buy-up to a lower deductible plan.
• Life and accidental death and dismemberment insurance – policy value of $50,000 paid by the City.
• Long-term disability insurance provided by the City.
• Health Reimbursement Account (HRA‑VEBA) contributions provided by the City.

• Oregon Public Employee Retirement System (PERS) lifetime pension after retirement at no cost to employee.
• PERS is 100% fully paid as the City pays both the employer and the employee’s (6%) contributions.
• Deferred compensation retirement plan (Section 457 Plan) for employee retirement planning.

• Paid vacation, sick leave, and holidays.
• Employee Assistance Program (EAP).
• City’s Wellness Program promotes physical, social, emotional, intellectual, financial and environmental wellness with various goals and challenges to participate in throughout the year. Employees may qualify for wellness incentives by completing milestones set within the program up to $200 annually.
• Access to the City’s fully equipped fitness center 24/7.

• Oversee various financial responsibilities, including preparing financial reports for all departments, collecting documentation for the annual audit, and preparing information needed for grant reporting.
• Compile, analyze, and review the City’s biennial budget.
• Prepare and schedule Budget Committee, Budget Stabilization Committee, Finance Committee, and Audit Committee meetings; prepare and distribute agendas; attend meetings; take and distribute minutes.
• Review purchase order requisitions from all departments, collect and confirm vendor information, and compare invoiced amounts to purchase orders.
• Verify Finance employee’s work hours, leave usage, and overtime; submit payroll information for timely processing.
• Use prescribed procedures to process, distribute, record and destroy sensitive information and records;…