City of Eugene Cultural Services is currently recruiting for a Senior Administrative Specialist. Located in the Atrium building, this full-time position performs a variety of administrative and program specific duties requiring the application of advanced clerical, time management, and financial skills in support of the Cultural Services Director, the Community Programs Team who oversee public art and community events, and the LRCS Marketing Department.
The Senior Administrative Assistant is considered the hub of the Cultural Services Division and is integral to day-to-day operations. The position works with and supports a team of creatives who work hard, dream big, enjoy collaborative efforts, and think outside of the box. The position requires a variety of complex, specialized, and high-level administrative support duties; a thorough understanding of department and division programs, processes, and procedures; exercises independent judgment and discretion. They also play an important role on a broader team of administrative assistants supporting the work of Cultural Services, including back up functions for Hult Center administration. This recruitment may also be used to fill future vacancies.
The ideal candidate: You possess outstanding administrative and clerical skills and enjoy utilizing those skills in support of your team. You are a self-starter who can exercise independent judgment and discretion associated with high level administrative work combined with opportunities for program oversight. You enjoy a fast-paced environment with ever-changing priorities and projects. You are a champion of a vibrant, active city.
Classification: Administrative Specialist, Sr – AFSCME
Salary Range: $21.10 – $26.28 hourly, $43,888.00 – $54,662.40 annually
Department/Division: Library, Recreation & Cultural Services/Cultural Services Division
Work Location: The Atrium, 99 W 10th Ave, Eugene, OR 97401
Must reside in the state of Oregon and be able to report onsite for work as needed in Eugene, OR to meet business needs.
Schedule: Monday – Friday, 8:00 AM – 5:00 PM with flexibility per business need
Limited Duration (LD) Position (current City of Eugene employees and external candidates):
- This full-time LD position is projected to last eighteen (18) months with the option to extend per business need. Please see “Supplemental Information” at the end of the posting for more information about limited duration positions.
AIC Requirements (current City of Eugene employees only):
- You must meet the minimum qualifications for the AIC position.
- AIC pay is determined based on the applicable collective bargaining agreement or APM. Please note if your current pay is above the posted the salary range you would be placed at the top step of the posted range for the duration of the assignment.
Application Deadline: Friday, October 15, 2021 at 5:00 pm PDT
ONLINE APPLICATIONS ONLY
Calling Eugene Home
Eugene is located at the southern end of the agriculturally rich Willamette Valley. From here, it is a short jaunt east to the Cascade Mountains, west to the stunning Pacific Ocean coastline, or north to Portland. We’re a small city with unlimited things to do: Downtown Eugene is revitalizing; the Oregon Bach Festival and Eugene Symphony call the Hult Center for the Performing Arts home; you can float the Willamette River and hook a salmon after work in the shadow of downtown; a booming food and beverage economy, including topnotch local craft breweries and wineries in the surrounding countryside, is the foundation of a local restaurant scene; the University of Oregon brings arts, culture, and educational opportunities, as well as championship athletics (Go Ducks!); a nationally-recognized transit system helps you move around the city; and our Gold rating as a Walk- and Bicycle-Friendly Community ensures that safe travel options abound! Known as Track Town USA, the community annually plays host to numerous track and field events at historic Hayward Field, including the IAAF World Championships in 2022! The impact of track and field can be seen beyond the track, with abundant trails coursing through the south hills, along the Willamette River, and through hundreds of acres of city parks. To learn more about Eugene, visit Eugene Cascades and Coast.
The City of Eugene has a Council-Manager form of government. In this form of government, the city council develops legislation and policies to direct the City. The city manager, hired by the city council, provides administrative direction to the organization, oversees City of Eugene personnel and operations, and carries out the city council’s direction. The City of Eugene has over 1,500 employees and a $840 million total budget. The City of Eugene is a service-oriented and welcoming organization that provides services through six departments: Central Services, Fire and Emergency Medical Services, Police, Public Works, Planning and Development, and Library, Recreation and Cultural Services. The State of the City video shows how the city is meeting new challenges, learning from one another, building connections, and celebrating our city. The City of Eugene encourages our employees to bring their true selves to work with the knowledge that they are valued and protected. We embrace all of the identities and cultural legacies that our employees represent and strive to be an inclusionary and safe place to work. At the City, we learn and grow best as a team of individuals unafraid to use their unique voices to propel us to meet our goals as we serve our community today and into the future.
As an organization we are focusing on six Core Competencies for employees:
Trust & confidence – Making our intent and actions be transparent and honest while fostering healthy, inclusive relationships, actively listening and maintaining open communications, delivering on our promises, investing in other’s success, and engaging each other and the community
Creative work environment – Exploring meaningful new ideas and relationships to foster innovation and encourage collaboration and creativity. Challenging the standard method of doing business in a positive environment.
Now & later perspective – Looking beyond day to day challenges to better anticipate the future and adjust to change.
Respectful & inclusive work environment – Seeking out a wide range of voices and making each other feel respected and included.
Self-awareness & emotional intelligence – Learning to recognize and understand our own emotions and the emotions of others and recognizing our individual strengths and weakness to raise self-awareness so we can perform better.
Wellbeing – We take care of ourselves and each other.
The City of Eugene offers a great benefit package including holidays, vacation, sick leave, retirement benefits and a range of insurance benefits as well as training and advancement opportunities. To view more information about the benefits and current insurance premium rates, click the respective links. While these positions operate in a challenging and fast-paced environment, they are part of a supportive, collaborative team that is flexible and values work-life balance.
Examples of Duties Performed – Duties may include but are not limited to the following:In addition to the full scope of duties of the Administrative Specialist, Sr – AFSCME, duties may include, but are not limited to the following:
- Performs a wide variety of administrative and clerical duties in support of the Division Director, Hult Center Manager and the Marketing team.
- Schedules and tracks meetings; reserves conference rooms and vehicles; makes travel arrangements; coordinates, schedules and arranges specific department services with staff members, departments or agencies; tracks activities and deadlines.
- Provides assistance to the public and other employees in person or by phone; explains complex processes and requirements; interprets and applies program information to a variety of situations and the processing of requests; determines when to contact appropriate program staff for assistance; may assist public with program compliance questions and issues.
- Develops and maintains complex manual and computerized record keeping systems for a variety of department or specialized program records; retrieves information; applies retention guidelines to purge records.
- Assists with developing and/or coordinating the processing of forms, notices, orders or materials required for program area functions. Processes a variety of forms that require the application of various departmental or program policies and procedures
- Prepares correspondence; selects, compiles, and evaluates materials and information; proofreads and edits documents for accuracy, spelling, and punctuation; ensures the inclusion of all pertinent information.
- Coordinates, compiles, and evaluates data from a variety of sources to create regular and specialized reports; searches files and records for information; decides on effective layout of data; coordinates the updating of manuals and documents; obtains information from others as necessary to complete assignment; maintains follow-up system on reports requiring action on a periodic basis.
- Sets up and maintains computerized files to track data which may include spreadsheet tabulations and calculations, and modifying criteria for queries to extract data.
- Assists with the design, implementation, monitoring and maintenance of program processes, procedures, program-related events, and systems; develops and evaluates clerical or administrative processes
- Maintain and account for petty cash funds, including distribution and replenishment of funds; receives receipts, and records fees; performs various posting and balancing of records and accounts.
- Processes personnel actions and payroll information.
- Processes accounts payable and receivable; enters information into financial systems; monitors and tracks financial processes and payments; processes purchase orders and requisitions; assigns appropriate codes to transactions; may assist with budget preparation and monitoring
- Processes department or program contracts and monitors compliance for non-complex contract provisions; tracks contract timelines and submittals.
- Provides clerical and administrative support to boards and/or committees; prepares agendas and supporting materials; takes, transcribes and distributes minutes; prepares and distributes final minutes and reports; compiles and gathers data and information as required.
- Serves as training coordinator for the program area; tracks and coordinates employee training. May track that required licenses or certifications are current.
- Serves as telephone coordinator for the program area.
- Provides training to lower level classifications, coworkers, and volunteers. Actively support and respect 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: Administrative Specialist, Sr – AFSCME
Qualifications:Introduction to Qualifications: Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job. 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 variety of office methods, practices and procedures. Effective customer service standards.
- Business English, grammar, spelling and usage, and punctuation; strong editing and proofreading skills.
- General program or operation practices and principles, including applicable policies, processes, and procedures.
- Word processing, spreadsheet programs or other application software.
- Effective phone practices and protocols.
- Policies and practices related to processing payroll information and personnel actions.
- Standard bookkeeping practices, including applying public purchasing regulations and policies and financial record keeping processes.
- Business math and office-related mathematical formulas and processes.
- Perform and prioritize a wide variety of general administrative support duties.
- Communicate effectively, both orally and in writing.
- Provide customer service with courtesy and tactfulness.
- Read, understand, apply and effectively explain a variety of City, department, and/or program policies and procedures.
- Use independent judgment in making decisions and handle confidential information with tact and discretion.
- Compose and edit a variety of correspondence.
- Operate a variety of office equipment, including word processing, spreadsheet, and specialized computer software. Operate computer terminal to input and retrieve data.
- Establish and maintain complex manual and computerized filing and record-keeping systems. Perform complex tabulations and computations, and monitor a variety of financial processes. Gather and evaluate a variety of data to develop and prepare effective reports.
- Build effective working relationships with coworkers, other departments and agencies. Provide effective lead direction if required; coach others.
- Develop and maintain complex and varied filing systems. Keyboard at the speed required for a specific position.
- 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.
Minimum Requirements: Other combinations of experience and education which meet the minimum qualifications will be considered.
Experience: Three years of increasingly responsible and skilled experience in providing clerical and administrative support duties; specific program knowledge desirable.
Training: High school diploma or G.E.D. equivalent. Post-secondary course work in office assistant or administrative assistant areas desirable.
Oregon Driver’s License (ODL)
Valid Oregon driver’s license, or 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).
MUST PASS A BACKGROUND CHECK
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 includes operating a variety of office equipment. Work activities include bending, stooping, and kneeling. May be required to lift up to 25 pounds.
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. Applicants selected to continue in the process will be notified within two-three weeks after the posting deadline.
Bilingual Pay Benefit: Per the AFSCME contract, the City shall pay an employee an additional five percent (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.
Eligibility List: This posting may also be used to establish an eligibility list of applicants for future vacancies. Candidates that are placed on the eligibility list will be notified via email which will include the duration of the list and how notification of call up will occur.
Assessments: 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.
Limited Duration AFSCME
Limited Duration employees are those hired for the limited time period specified in this posting. After the position is posted and a competitive selection process has been completed, an offer of employment will be made. Employees hired into limited duration positions will be members of the AFSCME bargaining unit and covered by the contract except for the items outlined below under Salary and Benefits.
Salary and Benefits: Limited duration employees have many of the same benefits as AFSCME employees, although there are a few exceptions due to the limited length of employment. The salary schedule for limited duration employees is the same schedule used for regular AFSCME employees. 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. Limited Duration employees are at-will employees and they do not have a probationary period; they accrue no seniority, have no bumping or layoff provisions, and have no discipline or discharge rights. Additionally, limited duration employees will receive City health plan coverage for themselves only. Dependent coverage is available at full cost to the limited duration employee.
Current information about the status of a job posting is available by going to www.eugene-or.gov/jobs and selecting “Job Posting Status.”
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.
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.