Senior Administrative Specialist

5 days ago

Corvallis, Oregon, United States City of Corvallis Full time
Job Summary

We are seeking a highly skilled and experienced Senior Administrative Specialist to join our team at the City of Corvallis. This is a challenging and rewarding role that requires a strong background in administrative support, customer service, and technical skills.

Key Responsibilities
  • Provide administrative support to department/division management and/or professional/technical staff, including performing a wide variety of complex clerical, customer service, and administrative activities.
  • Exercise knowledgeable, independent judgment on routine and non-routine matters, including preparing deposits, reconciling spreadsheets and reports, and preparing correcting journal entries.
  • Assist with coordination of recruitment and new employee processes, including scheduling interview processes, monitoring skills testing, and processing personnel and new employee forms.
  • Facilitate the contract and procurement process in compliance with City policy, specifications, and procedures for the Department and supported departments.
  • Lead and facilitate front desk or customer service operations, including assisting walk-in customers, answering phones, routing calls, and sending or responding to e-mail for others.
  • Coordinate and monitor check-out or booking processes and maintenance of shared City Hall block resources, including the shared vehicle pool, conference rooms, and shared equipment.
  • Provide advanced administrative support, including coordinating arrangements, preparing materials, providing technical or administrative support, and scheduling public meetings.
  • Facilitate records retention guidelines for the Department and supported departments, including creating, maintaining, documenting, and managing department electronic and paper records and filing systems.
  • Compose documents, letters, memoranda, or notices from brief instructions or through own initiative, and perform advanced word processing, including composing legal/technical/confidential documents.
  • Support staff by proofreading, editing, optimizing final PDF or electronic document versions, and assuring documents meet format requirements.
  • May be responsible for special projects, including department records management projects, procedure updates or improvements with supported departments, and new or short-term process implementations.
  • Provide research as directed and defined, prepares documentation, prepares and/or maintains project tracking tools, provides quality control throughout project, and trains Department staff on updates.
  • Prepare Council and advisory body packets, agendas, and staff reports, maintain current membership of advisory boards, maintain public archives for Council and advisory board related materials, and coordinate 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 serves 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 performs 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 in 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.
Requirements
  • High school diploma or equivalent.
  • Three years of related work experience or education in office/business practices and procedures, including accounting and/or budgeting.
  • 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.
  • 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.

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