Senior Administrative Specialist

Position Summary

Perform a wide variety of complex clerical, customer service, and administrative activities to assist and support department/division management and/or professional/technical staff. Must exercise knowledgeable, independent judgment on routine and non-routine matters. These tasks are illustrative only and may include other related duties.

Full-time 40 hours per week
AFSCME-represented position
12-month probationary period

Must meet all qualifications and requirements as listed in the position description.

Central Administrative Services (CAS) provides a full range of administrative support functions for diverse work groups, including the City Manager's Office, HR, IT, Finance, Planning, Housing, Development Services, and Development Review. The CAS team strives to deliver quality customer service to the public and the work groups we support.

Essential Functions

Performs routine accounting and data entry duties such as processing accounts payable, receivables, invoices, purchase orders, petty cash, and vendor set-up. May also perform non-routine duties such as prepare deposits, reconcile spreadsheets and reports, prepare correcting journal entries and assist others with corrections. Serves as bookkeeper for accounts such as accounts receivable and accounts payable.

Assists in annual budget development, cash flow projections, monthly monitoring, or reporting. May compile budget information provided by others, enter into spreadsheets or perform data entry.

Assists with coordination of recruitment and new employee processes such as scheduling interview processes, monitoring skills testing, processing personnel and new employee forms, and creating new employee ID badges.

Trains and reviews work of other administrative support employees, may act as leadworker over projects. This position does not perform supervisory duties.

Facilitates the contract and procurement process in compliance with City policy, specifications, and procedures for the Department and supported departments. Prepares, edits and reviews contracts; routes contracts and procurements for approvals; monitors new and ongoing contracts and procurements; and may act as a resource on City contract and procurement policy for Department and supported departments.

Leads and facilitates front desk or customer service operations. Assists walk-in customers, answers phones, routes calls, takes messages, screens calls, and sends or responds to e-mail for others. Coordinates delivering or receiving will call items for Department and supported departments. Performs various customer service duties such as responding to community complaints, agency requests, and issues permits.

Coordinates and monitors check-out or booking processes and maintenance of shared City Hall block resources such as the shared vehicle pool, conference rooms, and shared equipment.

Provides advanced administrative support such as coordinate arrangements, prepare materials, provide technical or administrative support, and schedule public meetings.

Facilitates records retention guidelines for the Department and supported departments. May create, maintain, document, and manage department electronic and paper records and filing systems. Assures files are archived and disposed of properly, per records retention guidelines, and performs network directory housekeeping.

Composes documents, letters, memoranda, or notices from brief instructions or through own initiative and performs advanced word processing. Composes legal/technical/confidential documents. Supports staff by proofreading, editing, optimizing final PDF or electronic document versions, and assuring documents meeting format requirements.

May be responsible for special projects such as departments records management projects, procedure updates or improvements with supported departments, and new or short-term process implementations. Provides research as directed and defined, prepares documentation, prepares and/or maintains project tracking tools, provides quality control throughout project such as reviewing completed work or running reports and validating data or filing accuracy, and trains Department staff on updates.

Prepares Council and advisory body packets, agendas, and staff reports. Maintains current membership of advisory boards. Maintains public archives for Council and advisory board related materials. Coordinates arrangements for public processes, schedules public meetings, and prepares and sends public notices. Takes and transcribes or arranges transcription for public hearing or public meeting minutes that are an official public record of the City. Provides technical meeting support for hybrid, in person, or online meetings. Posts and maintains City calendar as related to Department and supported departments public information.

Prepares, creates and coordinates standards guides and reference materials, standard operating procedures, internal and external customer resources, department/division newsletter or other official department/division publications.

Develops procedures for all operations in area of responsibility. Ensures consistency and accountability by creating written documentation for all procedures and training.

Develops and provides training for department specific software applications and serve as a resource for those applications. Acts as a departmental resource for word processing, spreadsheet applications, PDF processing, and the Microsoft Office suite.

Creates, maintains, and updates Department and supported departments web pages. Monitors Department and supported departments web pages for outdated information, requests updated information from appropriate department contacts, and updates content as directed.

Purchases office supplies and equipment. Ensures operation of equipment including preventive maintenance, arranging for repairs, and maintaining consumable equipment and supply inventories.

Assists with distributing and processing City-wide, Department, and supported departments' mail, interoffice mail, and packages.

Represents department/director on interdepartmental committees such as the recycling, employee recognition, or newsletter committee when required.

Assists other administrative staff and perform other related duties including those of any classification below Senior Administrative Specialist.

Acts ethically and honestly; applies ethical standards of behavior to daily work activities and interactions. Builds confidence in the City through own actions.

Conforms with all safety rules and performs work is a safe manner.

Delivers excellent customer service to diverse audiences.

Maintains effective work relationships.

Adheres with all City and Department policies.

Arrives to work, meetings, and other work-related functions on time and maintains regular job attendance.

Qualifications and Skills

Education and Experience
High school diploma or equivalent.

Three years of related work experience or education in office/business practices and procedures including accounting and/or budgeting.

Knowledge, Skills and Abilities
Accurate clerical skills in typing/word processing, filing, and operating office equipment.

Ability to type by touch, proofread, and edit.

Ability to maintain manual and computerized filing and record-keeping systems.

Proficient use of business English, spelling, punctuation, grammar, basic math, and advanced bookkeeping terms and concepts.

Ability to use a computer for extended periods of time to perform the essential functions of the position.

Demonstrated knowledge of or ability to learn office and department specific computer hardware and software used by position (word processor, e-mail, electronic calendar, spreadsheet, etc.).

Ability to coordinate, assign, and review the work of others.

Effective interpersonal, communication, and telephone skills.

Ability to act independently under general guidelines and use critical thinking skills.

Ability to get along with coworkers and the general public, and maintain effective working relationships.

Ability to maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information.

Special Requirements
Demonstrable commitment to sustainability.

Demonstrable commitment to promoting and enhancing equity, diversity, inclusion and accessibility.

The individual shall not pose a direct threat to the health or safety of the individual or others in the workplace.

Ability to pass a pre-employment background and/or criminal history check.

How to Apply

Qualified applicants must submit an online application located on the City of Corvallis website (click on "Apply" above). Position is open until filled. Applications must be received by 8:00 AM on Monday, September 30, 2024, to be considered with the first review. Applicants are encouraged to include a cover letter and resume with the online application; however, resumes will not be accepted in lieu of a completed online application. Late or incomplete applications will not be accepted/considered.

An Affirmative Action/Equal Opportunity Employer in Compliance with ADA.

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