Senior Administrative Specialist

Position Summary

Perform a wide variety of routine and complex clerical, customer service, and administrative activities in alignment with established City policies and practices to assist and support department staff, police related committees and boards, and the public. 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

Proposed Recruitment Timeline

October 16, 2024 Recruitment Opens October 31, 2024 @ 8am Initial review of candidates Week of November 12, 2024 Oral boards November/January 2024-2025 Background/Medical Anticipated Appointment February 18, 2025
Application must include a cover letter and resume to be considered.

Previous applicants may reapply.
Essential Functions

Performs advanced administrative support to the Chief of Police, Captains, and other Department managers. Point of contact for management scheduling, arranging appointments and calls, and serves as a departmental point of contact for internal and external customers.

Performs routine accounting and data entry duties such as processing accounts payable, invoices, purchase orders, time sheets, and payroll. Supports department staff by preparation, tracking, and reconciling travel and training-related forms and payments. May also perform non-routine duties such as reconcile spreadsheets, prepare correcting journal entries, and assist others with corrections.

Performs data entry for Accounts Receivable (AR) accounts, prepare, and/or send out invoices, and manages documentation for accounts through the AR collections process for False Alarm billing, Alarm Permits, and Second Response notices.

Supports recruitments, including reviewing applicants, scheduling, preparing materials, administering testing, and coordination of interviews. Coordinates pre-employment testing process including background materials and scheduling. Processing personnel action forms for new and current employees.

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

Creates, maintains, and manages department records, files, materials, and supplies. Ensures proper operation of office equipment including preventive maintenance, arranging for repairs, and maintaining consumable equipment inventories.

Maintains confidential internal investigative and employee records for the Police Department including, but not limited to, internal affairs, complaints, crashes, personnel actions, performance appraisals, disciplinary action and other confidential records.

Organizes and staffs Police boards and forums, including scheduling and taking minutes at official public meetings. Provides support services such as publishing meeting times, generating meeting packets, and publishing minutes to the City web pages that are an official public record of the City. Prepares advisory group packets, agendas, and staff reports, and maintains current membership of advisory boards. Maintains public archives for advisory board-related materials.

Provides support for contracts, tracks renewal dates, acts as liaison to contractors, receives and compiles bid information, processes contract payments, prepares contracts following City contract specifications and City purchasing procedures.

Creates, maintains, and updates department web pages. Monitors department web pages for outdated information, requests updated information from appropriate department contacts, formats and posts data.

Develops and provides training for department-specific software applications and serves as a resource for those applications unique to the position. Acts as a departmental resource for questions on word processing, spreadsheet applications, and office automation suite.

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

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

Represents the department on interdepartmental committees when required.

Assists other administrative, casual, and volunteer staff and performs other related duties including those of any classification below Senior Administrative Specialist.

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

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

Delivers excellent customer service to diverse audiences and maintains effective work relationships. Responds to routine customer services requests, questions, and complaints. Maintains a positive customer services demeanor and delivers service in a respectful and patient manner.

Maintains effective work relationships. Performs as a member of a team, assisting with development of work group goals and objectives, and contributes to the achievement of established goals and objectives.

Adheres with all City, Department, and Administrative policies. Performs work in accordance with established department procedures.

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
Proficient clerical and computer skills and demonstrated knowledge of, or ability to learn office and department specific computer hardware and software programs.

Ability to effectively proof read and edit written documents using appropriate business English, spelling, punctuation, grammar, and approved format.

Excellent interpersonal, communications, and telephone skills.

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

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

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

Ability to act independently under general guidelines.

Effective interpersonal, communication, and telephone 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
Ability to successfully pass a comprehensive background investigation including criminal history check and acquire and maintain an Oregon State Police Criminal Justice Information Systems clearance.

Ability to respond as directed outside normal business hours to assist department with a major event and/or incident.

Travel among City worksites as required.

Demonstrable commitment to sustainability.

Demonstrable commitment to promoting and enhancing diversity.

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

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. Application, Resume and Cover Letter must be received by 8:00 AM on Thursday, October 31, 2024, to be considered with the first review.

Application must include a cover letter and resume to be considered.

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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