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Administrative Specialist - Limited Duration

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Administrative Specialist - Limited Duration

Salary

$52,270.40 - $65,124.80 Annually

Location

Eugene, OR

Job Type

Full-Time Limited Duration

Job Number

04227

Department

Public Works Department

Division

Wastewater Treatment Plant

Opening Date

08/01/2025

Closing Date

8/13/2025 5:15 PM Pacific

+ Description

+ Benefits

+ Questions

General Statement of Duties

The Wastewater Division is looking to hire an addition to their Administration Team!!

Application Deadline: Wednesday, August 13, 2025, at 5 p.m. P.D.T.

Accepting Online Applications Only

Information on How to Apply (https://www.eugene-or.gov/674/How-to-Apply)

Public Works Wastewater Division (PWW) is looking to add one Administrative Specialist for a limited duration (LD) assignment as a member of the front office Administrative Team. The LD assignment will last from August 2025 to July 2026 and perhaps longer (negotiable). The ideal candidate will perform a variety of skilled clerical duties of varying complexity in support of PWW program areas. Duties involve customer service and administrative support from the main office at the regional treatment plant (410 River Ave.) which will require an understanding of established and defined policies and procedures. Work in this classification includes reception, communications, filing, data entry, and other clerical duties as assigned. The person in this position must apply a moderate degree of judgment and consistently apply standard office procedures.

Please note: This one year LD assignment will coincide with construction work happening at the treatment plant.

Classification: Administrative Specialist (https://www.governmentjobs.com/careers/eugene/classspecs/19623)

Department/Division: Public Works Department / Wastewater Division

Salary Range:

Administrative Specialist: $25.13 - $31.31 / hourly; $52,270.40 - $65,124.80 / annually

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) (https://www.oregon.gov/boli/workers/pages/equal-pay.aspx) . You can learn more about our process at our How to Apply (https://www.eugene-or.gov/674/How-to-Apply) page.

Benefits: Please click the Benefits Tab to view the City of Eugene’s competitive package options.

Supervisor: James McClendon, 541 682-8608

Work Schedule: Monday - Friday; 7:30 a.m. - 4:30 p.m.

About Limited Duration Positions

+ This Limited Duration position could last up to 12 months per business need.

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

+ The salary schedule for LD employees is the same as used for regular AFSCME employees.

+ Employees hired into L imited D uration 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.

+ LD employees will receive City health plan coverage for themselves only. Dependent coverage is available at full cost to the LD employee.

Examples of Duties Performed - Duties may include but are not limited to the following

Office supplies inventory management and resupply purchasing (small and high volume).

Meeting rooms administration and planning for beverages/catering as requested.

Public customer service such as desk reception for walk-ins, phone reception, taking messages, routing calls, voicemail callbacks, coordination of phone number lists with other departments or agencies.

Intra-organizational customer service such as setting Outlook calendar appointments for meeting rooms, minutes taking for meetings, posting of signage, production of tags/labels, laminating, booklet production, binding of manuals, making pool car reservations, distributing parking vouchers and carwash tickets.

Preparing and sending ‘All Staff’ emails as directed by supervisors and management team.

Making loudspeaker and public address system announcements as directed by supervisors and management team(rarely needed).

Coordinating and routing the drafts written by WW staff for the Eugene Public Works monthly newsletter.

Demonstrating mastery of the multi-function device (large administrative copier-scanner) for high/low volume printing and copying.

Coordinating service calls to maintain the MFDs for Operations-Administrative building, Laboratory building, Maintenance building, and Inventory Storeroom.

Keeping the MFDs supplied with copy paper.

Producing printed material such as logbooks and other booklets/flyers/signage/tags requested by staff.

Creating bar codes for the septic hauler drivers using facilities at the treatment plant (billed customers).

Weekly reconciliation of handwritten manifests from septic hauler drivers (this activity is coordinated with PWW regulatory staff).

Using the Eugene financial system (PeopleSoft) to reconcile purchase-card transactions monthly.

Making direct bank deposits entering deposit transactions in PeopleSoft monthly.

Coordinating all communications and service requests with Eugene Facilities Department specific to the desk phones at the treatment plant.

Receiving and fulfilling public records requests according to the established Public Records Request procedure.

Maintaining the records archive; reviewing retention dates with staff, processing incoming/outgoing records in the archives, logging and tagging all records, authorization and destruction of archived records per the established schedule.

Producing the mentorship packets for onboarding of new employees; coordinating the mentors and mentees throughout the orientation phase of employment.

Preparing and sending high-volume mailings for PWW regulatory team at established times of the year, both certified and regular mail.

Receiving and distributing to staff packages and mail several times per week; reconciling mis-deliveries and handling all other mail related issues, coordinating with PWW storeroom staff on package deliveries.

Qualifications

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes with relevant transferrable skills from a variety of sources and experiences.

The City will consider any equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

A typical way to obtain the knowledge and abilities would be:

Experience:

Two years of general office experience.

High school diploma or G.E.D. equivalent. Post secondary course work in office assistant or administrative assistant areas desirable.

License:

Valid Oregon driver’s license [ or, the ability to obtain by date of hire ] ; must pass driving records check and, if hired, maintain a driving record that meets the City’s standard. Oregon law requires that an out-of-state license holder must obtain a valid Oregon license (with appropriate endorsements ) within 30 days of becoming domiciled in the state (ORS 803.355).

The Ideal Candidate will have the following knowledge, skills and abilities:

Knowledge of:

Office practices, procedures and equipment.

Principles and practices of customer service and general office operations.

Practices and principles of City business administration as applied to the assigned areas.

Programs and services of department or program area.

Processes, policies, and procedures in assigned areas.

Business math; using established formulas.

English grammar, spelling and usage; proof-reading, punctuation.

Word processing, database and spreadsheet software.

Basic bookkeeping practices; basic knowledge of purchasing and contract processes.

Policies and basic practices relating to payroll.

Ability to:

Operate multi-line telephone system, using a clear, well-modulated voice and good diction.

Communicate effectively with other employees and the general public using tact, courtesy and good judgment.

Establish effective working relationships with coworkers, other employees and the public.

Understand and execute oral and written instructions, policies and procedures.

Respond to and resolve questions and concerns from the public.

Make decisions in accordance with established policies and requirements.

Maintain accurate filing and recordkeeping systems.

Generate reports and correspondence.

Keyboard at level required for specific position.

Track assigned financial processes and make accurate computations and tabulations.

Operate a variety of office equipment and standard personal computer software applications.

Work with a high degree of accuracy and attention to detail to meet deadlines.

Learn new skills and new processes as required.

Handle confidential information with tact and discretion.

Perform physical activities that are essential functions of the position, including speech, hearing, manual dexterity to function in an office environment, lifting of supplies and boxes, etc.

Supplemental Information

What to Expect from our Selection Process:

Applicants are screened based upon their relevant knowledge, abilities, skills, experience, and training. The selection process varies according to the position and can include such things as screening of supplemental questionnaires, written or skill tests, ability or fitness tests, interviews, and assessment processes. In addition, background investigations and records checks may be required. Some positions also require applicants to have a psychological evaluation and/or physical examination and a drug test prior to employment. Marijuana use is evaluated consistent with current state law regulations . PLEASE NOTE: Once the posting closes, the process can take 4-6 weeks to complete.

Diversity, Equity, and Inclusion:

The City of Eugene is committed to a respectful work environment, and we value the cultural, educational, and life experiences of each employee. We believe that a diverse workforce enables us to deliver culturally responsive services to all members of our community. As part of our commitment to diversity, equity, and inclusion we desire to welcome, respect, and create a sense of belonging for a wide range of identities and experiences in our workforce. Women, people with disabilities, and persons of color are strongly encouraged to apply.

The City of Eugene complies with the Americans with Disabilities Act of 1990. Any applicant with a qualified disability under the Americans with Disabilities Act may request accommodation by contacting an employment coordinator at (541) 682-5061.

In compliance with the Immigration Reform and Control Act of 1986, the City of Eugene will request all eligible candidates who accept employment with the City to provide documentation to prove they are eligible for employment in the United States.

If a job posting indicates this position is temporary (not limited duration) then the employee serves at will. Temporary employees do not receive benefits through the City of Eugene unless required by City, State or Federal code/statute.

Representation

Employees in this classification are represented by American Federation of State, County, and Municipal Employees (AFSCME), and their salaries may be subject to a monthly payroll deduction after 31 days of employment.

Salary and Benefits

The normal starting salary is the first step shown on the posting. Other placement in the salary range may be considered depending on qualifications and experience. Periodic advancement through the salary range is dependent upon merit. The City provides a full range of benefits, including holidays, vacation, sick leave, retirement benefit, and life insurance. Health, dental, and vision benefits are available.

To view a summary of benefits (http://www.eugene-or.gov/DocumentCenter/Home/View/1813) , benefit premium rates (http://www.eugene-or.gov/DocumentCenter/Home/View/1811) , and/or the AFSCME contract (http://www.eugene-or.gov/index.aspx?NID=1966) click the respective link. Click here to view information about Total Worker Health (https://www.eugene-or.gov/3955/Total-Worker-Health) .