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Administrative Specialist, Senior

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Administrative Specialist, Senior

Salary

$57,116.80 - $71,156.80 Annually

Location

Eugene, OR

Job Type

Full-Time Regular

Job Number

04292

Department

Planning & Development Department

Division

Planning Division

Opening Date

10/20/2025

Closing Date

10/27/2025 5:15 PM Pacific

+ Description

+ Benefits

+ Questions

General Statement of Duties

Do you want to play a part in making a great Pacific Northwest City the most livable, prosperous, and thriving place it can possibly be?

We are seeking a positive, collaborative and inspired individual to join the City of Eugene’s planning team to help turn our community vision into reality. This position plays a key role in office administration to help keep our team organized and prepared to continue promoting and implementing the community's adopted vision to accommodate future growth while preserving and enhancing what we love about our city.

The successful candidate will enjoy providing excellent customer service to the community, thrive in a team environment, and demonstrate adaptability to a dynamic and fast paced work environment.

This position involves a wide range of administrative work related to office organization and administrative services, helping to keep the Planning Division up-to-date on procedural requirements, drafting and sending notices, and application processing. Most aspects of the position will involve working closely with team members and the public, ranging from general administrative tasks to contacting members of the public with information or taking payments, and other work to keep the team organized and prepared to further our community vision of a compact, connected, livable Eugene.

Application Deadline: Monday, October 27, 2025, at 5 p.m. P.T.

Accepting Online Applications Only

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

Classification: Sr. Administrative Specialist (https://www.governmentjobs.com/careers/eugene/classspecs/19625?keywords=administrative%20specialist%2C%20sr&page=1&pagetype=classSpecifications)

Salary: $27.46 - $34.21 hourly / $57,116.80 - $71,156.80 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) .

Department, Division: Planning and Development, Planning

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

Work Location: 99 W 10th Avenue; Eugene, OR; 97401; Must reside in the state of Oregon or be able to relocate and report onsite for work.

Schedule: Monday - Friday, 8:00 AM - 5:00 PM with flexibility per business need.

Benefits: The City of Eugene offers robust and competitive benefits. For more information, select the Benefits Tab, or view benefits summaries (https://www.eugene-or.gov/DocumentCenter/View/59858/Benefits-at-a-Glance-Guide) as well as see information about all employee benefits (https://www.eugene-or.gov/253/Employee-Benefits) .

Bilingual Pay Benefit: This position qualifies for up to an additional 5% of base salary for bilingual pay. Please see “Supplemental Information” at the end of the posting for more information.

Living & Working in Eugene: Information about living in Eugene, how the City of Eugene operates, and more can be found on our website (https://eugene-or.gov/4913/Living-Working-In-Eugene) .

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

+ Provides administrative support for the operations of the Planning Division.

+ Safely operate a City-owned vehicle to and from sites located around the city on a daily or weekly basis to post notices and other duties.

+ Helps to develop and implement administrative and operating procedures for the Planning Division.

+ Implements and contributes to administrative manual and standard operating procedures for the Planning Division.

+ Identifies and resolves administrative and operational issues and problems.

+ Works closely with the Planning Senior Program Coordinator to keep the office running smoothly.

+ The primary tasks are performing administrative work, including but not limited to: file creation, file management, printing, scanning, routing documents and referrals, generating fee sheets for land use applications, updating databases, generates reports, processing fee payments, and other administrative tasks necessary to fulfill business need.

+ Prepares, generates, and fulfills land use noticing requirements in accordance with Eugene Code.

+ Coordinates with local, state, and federal jurisdictions to meet administrative requirements for reporting and required notices.

+ Updates website content, including creating fillable forms for applications to be posted on the website.

+ Coordinates accurate and timely dissemination of complex information and essential original applications documents and referrals with other departments and/or jurisdictions. Reads, understands, and explains the administrative requirements of Eugene’s land use code, such noticing requirements, required application materials, and type I approval criteria.

+ Assists in preparing periodic program progress reports or application tracking sheets to supervisors. Develops and maintains databases to track documentation and timelines or other operational issues; establishes complex recordkeeping systems.

+ Performs a variety of administrative duties related to program specific groups, such as the Planning Commission, Hearings Official, Envision Eugene Technical Advisory Committee, and Historic Review Board; schedules meetings, meetings, types minutes and disseminates information.

+ Performs accurate and reliable data entry and file management to assist in the ongoing monitoring of the City’s planning project.

+ Actively supports and respects diversity in the workplace.

+ Performs related and other duties as assigned.

To view detailed information on the duties, knowledge, and abilities that may be expected for this position, please see the classification: Sr. Administrative Specialist (https://www.governmentjobs.com/careers/eugene/classspecs/19625?keywords=administrative%20specialist%2C%20sr&page=1&pagetype=classSpecifications)

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 transferable skills from a variety of sources and experiences. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

When screening your application, the City will consider an equivalent combination of relevant education and experience which provides the applicant with the knowledge, skills, and abilities required to meet minimum qualifications for this position.

Minimum Qualifications

Experience

Three years of increasingly responsible and skilled experience in providing clerical and administrative support duties; specific program knowledge desirable.

Education

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

Background

Must pass a background check.

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).

Supplemental Information

Bilingual Pay Benefit

Per the AFSCME contract (https://www.eugene-or.gov/Archive.aspx?AMID=71) , the City shall pay an employee an additional 5% for a required intermediate or advanced level competency. To qualify for bilingual pay, the employee must have demonstrated fluency in the required language and successfully pass a fluency examination administered by the City's Employee Resource Center division.

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. 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. NOTE: The City of Eugene does not participate in the E-Verify program; therefore, candidates requiring E-Verify for employment authorization will not be eligible for employment with the City.

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) .