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Office Program Coordinator, City Manager's Office

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Office Program Coordinator, City Manager's Office

Salary

$31.31 - $39.03 Hourly

Location

Eugene, OR

Job Type

Part-Time

Job Number

04279

Department

Central Services Department

Division

City Manager's Office

Opening Date

10/13/2025

Closing Date

11/13/2025 5:15 PM Pacific

+ Description

+ Benefits

+ Questions

General Statement of Duties

City Manager's Office Program Coordinator is a key member of the administrative support team in the City Manager's Office (CMO) within the Central Services Department. The City Manager's Office collaborates across the organization and with other partners to align City work with City Council direction and community values; support elected and appointed officials and ensure the integrity of the legislative process; and promote an informed public.

The CMO Office Program Coordinator provides high level, paraprofessional administrative support to the CMO Leadership and staff. Duties are performed independently under general guidance from the Administrative Operations Manager.

Application Deadline: Thursday, November 13, 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: Program Coordinator - AFSCME (https://www.governmentjobs.com/careers/eugene/classspecs/19892?keywords=program%20coordinator&pagetype=classSpecifications)

Salary: $31.31 - $39.03 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) (https://www.oregon.gov/boli/workers/pages/equal-pay.aspx) .

Department, Division: Central Services, City Manager’s Office

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

Work Location: City Hall, 500 E 4th Ave, Eugene, OR 97401

Schedule: 20 to 30 hours per week, Monday - Friday, 8:00 a.m. – 5:00 p.m. with the flexibility per business need

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

In addition to the full scope of duties of the Program Coordinator, duties may include, but are not limited to the following:

+ Provides administrative support to the City Manager's Office (CMO), requiring an understanding of specific departmental or program policies, procedures, and processes, government protocol and discretion, and superior judgment and customer service skills.

+ Provides financial administrative support to the CMO including accounts payable, accounts receivable, procurement support, purchase card and expenditure reconciliation. Assists in division budget coordination including experience estimates. Reviews fund utilization data to produce reports and monitor fund usage. Assists with development, preparation, and entry of biennial CMO budget.

+ May monitor department expenses by assigned project; track and report financial component of grant programs.

+ Serves as the Division Payroll Clerk preparing and processing associated information. Verifies data and into the payroll system. Updates employee changes and actions. Responds to pay related inquiries from staff. Researches and resolves errors and omissions. Provides onboarding to new employees including preparing reports and forms required by the IRS and other regulatory bodies as needed. Adheres to all related policies and processes while maintaining confidentiality.

+ Provides contract administration and support to the CMO program managers. Preparing and reviewing contract documents; including reviewing and updating existing contracts. Creating and tracking related purchase orders, paying invoices, and developing accurate tracking records. Establishes and maintains record keeping systems for associated contracts.

+ Performs special studies and program or operation audits; gathers and analyzes information relative to assigned area; informs Supervisor and Leadership of trends, costs, problem areas and special conditions and issues; research programmatic or operation directions and projects; presents data in information on assigned projects.

+ Serves as the primary security liaison for the division including tech equipment and software ordering, and cell phone procurement. Maintains CMO email distribution lists, and telephone directory and coordination.

+ Provides assistance and information to the public and other employees requiring thorough knowledge of laws, regulations, policies and procedures in the CMO; explains services, policies and procedures as they apply to specific situations. Responds to and solves problems or sensitive situations.

+ Assists the Administrative Operations Manager in establishing and implementing office procedures and practices for the CMO and suggesting changes to office task workflow to improve efficiencies.

+ Develops procedures, technical manuals, and forms for program area; writes instruction manuals describing procedures and requirements; may write program procedures and business correspondence.

+ Provides assistance for office supply inventory and purchases, equipment maintenance, and other various clerical tasks as needed.

+ Assists in planning and coordinates special events, including conferences, meetings and special lunches and dinners.

+ Gathers, monitors, and updates a variety of information and processes; compiles and verifies data sources to create reports on behalf of CMO leadership.

+ Operates a variety of office equipment including personal computer, photocopier, printers, calculator, etc.

+ Actively supports and respects diversity in the workplace.

+ Performs other related duties as assigned.

To view detailed information on the duties, knowledge, and abilities that may be expected for this position, please see the classification: Program Coordinator - AFSCME (https://www.governmentjobs.com/careers/eugene/classspecs/19892?keywords=program%20coordinator&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

Four years of progressively responsible clerical or administrative support experience, including two years of experience in the assigned area, or a related field.

Education

High school diploma or G.E.D. equivalent. Associate degree or college course work in the assigned area preferred.

Background

Must pass a background check.

The ideal candidate will have the following knowledge, skills, and abilities

Knowledge

+ City and municipal financial processes and procedures.

+ Office practices, procedures, and equipment.

+ Basic math and statistical calculations.

+ General bookkeeping/accounting practices.

+ Basic public purchasing and contracting laws and regulations.

+ Principles and practices of customer service and general office operations.

+ Practices and principles of public/business administration as applied to the assigned areas.

+ Programs and services of department or program area.

+ Processes, policies, and procedures in assigned areas.

+ Word processing, database and spreadsheet software.

Abilities

+ Communicate effectively and establish good working relationships with other employees, executives, elected officials and the general public using tact, courtesy and good judgment.

+ Work well independently and within a team setting; make appropriate decisions regarding work methods and priorities.

+ Work closely with supervisor to prioritize daily workload. Demonstrate effective time-management and organizational skills.

+ Demonstrate appropriate degree of proactivity in response to information received through direct and indirect communication modes.

+ Read, understand, interpret, and apply applicable provisions of procedures, laws, ordinance and techniques to assigned area activities.

+ Research and compile information and prepare statistical and narrative reports; evaluate operational activities and make recommendations.

+ Respond quickly and appropriately to changes, political and organizational development, and culture; develop solutions to accommodate change.

+ Operate standard office equipment such as personal computer A/V equipment, and photocopier; use a variety of computing programs, such as word processing and spreadsheets, etc.

+ Assist with and directing queries and concerns from staff or public to appropriate resource. Make decisions in accordance with established policies and requirements.

+ Maintain accurate filing and record keeping systems.

+ Assist with generating data for reports and correspondence.

+ Work with a high degree of accuracy and attention to detail to meet deadlines. Learn new skills and new processes as required.

+ Manage confidential information with tact and discretion. Work successfully in a team environment

Supplemental Information

Working Conditions

Work in this class is done generally in an office environment. May be required to sit, keyboard, write, hear and speak for extended periods. Work activities may include bending, stooping, and kneeling. May be required to lift up to 20 pounds.

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) .