Administrative Specialist - Engineering - Limited Duration

City Of Eugene; Eugene (OR); On-site; USD 35,000 - 43,000; Full time

Job summary

The City of Eugene is seeking an Administrative Specialist - AFSCME in the Public Works/Engineering division. This in-person role supports customer service, data entry, filing, and routine office tasks in a 8:00 a.m.–5:00 p.m. schedule.

Minimum qualifications include a high school diploma or GED and two years of general office experience; valid Oregon driver license and background check required. Limited duration up to 12 months.

Qualifications

• High school diploma or GED required.
• Two years of general office experience preferred.
• Must pass background check.
• Valid Oregon driver license or ability to obtain within 30 days of hire.
• Knowledge of customer service and office procedures.

Responsibilities

• Receives visitors and telephone inquiries and directs them appropriately.
• Scans construction contracts and files documents electronically.
• Maintains manual and electronic filing systems; research files as needed.
• Schedules staff appointments and reserves conference rooms.
• Processes purchase orders and requisitions with proper approvals and coding; maintains office supplies.
• Performs data entry and maintains records in computerized and manual systems.

Skills

Customer service

Office procedures

Public service

Record keeping

Education

High school diploma or GED

Tools

Word processing

Database software

Spreadsheet software

Job description

Application Deadline: Wednesday, November 11, 2026, at 5 p.m. P.T.

Accepting Online Applications only through the City of Eugene Website

Performs a variety of skilled clerical duties of moderate complexity in support of the Public Works Engineering Division. Duties involve customer service and administrative support which require an understanding of established and defined department or program policies and procedures; work in this classification includes reception, scanning, filing, word-processing, data entry, and other clerical duties. Position requires a moderate degree of judgment and application of standard office procedures.

Classification:

Administrative Specialist - AFSCME

Salary:

$25.13 - $31.31 / 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).

Department, Division:

Public Works/Engineering

Union Representation:

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

Work Location:

180 W. 8th Ave., suite 200, Eugene, OR 97401

Schedule:

In-person, Monday - Friday, 8:00 a.m. to 5:00 p.m.

Benefits:

The City of Eugene offers robust and competitive benefits. For more information, select the Benefits Tab, or view benefits summaries and see information about all employee benefits.

Living & Working in Eugene:

Information about living in Eugene, how the City of Eugene operates, and more can be found on our website.

About the Limited Duration Position:

• This Limited Duration position could last up to 12 months depending on business need.
• If you are a current Limited Duration employee, you will not have rights back to your Limited Duration position.
• Employees hired into Limited Duration positions will be members of the AFSCME bargaining unit and covered by the contract except for items outlined below.
• Limited Duration employees are at-will and do not have a probationary period; they accrue no seniority, have no bumping or layoff provisions, and have no discipline or discharge rights.

• Receives visitors and telephone inquiries to the Division; ascertains nature of their business; responds to questions regarding Division procedures, policies, and processes; assists visitors within scope of authority and refers others to appropriate individuals or departments; obtains information for customers from maps, lists, and other documents.
• Scan construction contract and related documentation; file and sort documents electronically, following an established standard process, ensuring division processes and adherence to city and state retention guidelines.
• Sets up and maintains manual and electronic data and filing systems; research files and records for information; applies retention schedules to program files.
• Schedules staff appointments and meetings; reserves conference rooms and vehicles.
• Processes purchase orders and requisitions assuring proper approvals, coding, and records; purchases office supplies and equipment, maintains inventory; coordinates maintenance for office equipment and machines such as standard copier, plans copier, and fax machine.
• Sorts and distributes mail according to general knowledge of department activities and programs; prepares mailings and faxes.
• From written drafts or oral instructions prepares letters, memos, forms, and reports using personal computer, calculator, photocopier, and other standard office equipment; composes and proofreads material to assure proper layout, grammatical composition, and inclusion of pertinent information.
• Performs data entry into several computerized systems while identifying discrepancies; maintains and updates files, records, and logs on computerized and manual record-keeping systems; searches files and records for readily identifiable information as directed.
• Receives and responds to inquiries from the Division website.
• Provides back-up administrative support to various programs requiring knowledge of programs, ability to provide appropriate information, attend informational meetings, receive payments, schedule dates, communicate with the public, and follow-up with required documentation within established timeline requirements.
• Makes purchases using a City procurement card; reconciles and processes procurement card purchases according to established Finance Division requirements.
• Actively supports and respects diversity; works to maintain a respectful workplace environment.
• Complete designated job tasks, special projects, and all other duties as assigned to meet team, department, and City of Eugene goals while working cooperatively, efficiently, and productively in a team environment.
• Actively demonstrates high levels of employee engagement, accountability, coachability, and responsibility for personal performance and results.

To view detailed information on the duties, knowledge, and abilities that may be expected for this position, please see the classification: Administrative Specialist - AFSCME

MINIMUM REQUIREMENTS

Education

High school diploma or GED. Post secondary course work in office assistant or administrative assistant areas desirable.

Experience

Two years of general office experience.

License

Valid Oregon driver's license (or, the 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).

Background

Must pass a background check.

Knowledge of

• Office practices, procedures, and equipment.
• 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.
• Business math; using established formulas.
• Business English, grammar, spelling, proof-reading, and punctuation.
• Word processing, database, and spreadsheet software.

Ability to

• Operate a variety of office equipment, standard personal computer software, and mainframe programs.
• Communicate effectively with other employees, agencies, and the public using tact, courtesy, and good judgment.
• Perform physical activities that are essential functions of the position including speaking, hearing, manual dexterity to function in an office environment, lifting boxes, and standing at the copier for long periods of time.
• Maintain accurate computerized filing and record systems.
• Handle money and make change accurately.
• Respond to and resolve questions and concerns from the public.
• Make decisions in accordance with established policies and requirements.
• Work successfully in a team environment; establish effective working relationships with coworkers and the public.
• Understand and execute oral and written instructions, policies, and procedures.
• Operate multi-line telephone system using a clear, well-modulated voice and good grammar and diction.
• Learn new skills and new processes as required.
• Handle confidential information with tact and discretion.
• Work with a high degree of accuracy paying close attention to detail while meeting deadlines.

The City of Eugene encourages individuals of all communities and backgrounds to apply for job opportunities as we strive to provide the best service to the public. We are most interested in finding the best candidate for the job, and that candidate may be one who comes with relevant transferable knowledge, skills, and abilities 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.

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.

Americans with Disabilities Act of 1990

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 [phone].

Immigration Reform and Control Act of 1986

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.