Administrative Specialist, Sr. (Acting-in-Capacity/Limited Duration)

City of Eugene, Oregon; Eugene (OR); On-site; USD 38,000 - 47,000; Full time

Benefits offered by this job

Bilingual pay 5%

Job summary

City of Eugene is seeking an Administrative Specialist, Sr for the Public Works Maintenance & Parks divisions in Eugene, Oregon. The role supports an administrative team handling payroll, records, and time entry, with a focus on customer service for internal and external clients.

The position involves document control, multi-line phone support, and potential participation in emergency response efforts; it requires a high school diploma or GED and a minimum of three years of related experience.

Qualifications

• Three years of increasingly responsible and skilled experience in providing clerical and administrative support duties; specific program knowledge desirable.
• High school diploma or G.E.D. equivalent. Post secondary course work in office assistant or administrative assistant areas desirable.
• Must pass a background check.
• 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.

Responsibilities

• Provide personnel support in processing new hires, employee status documentation, and time entry.
• Serve as the document control specialist, and level two customer service reception including multi-line phones.
• Participate in PW-involved emergency response for events, like snow response, and maybe on-call during the duration of the emergency response.

Skills

Clerical skills

Customer service

Payroll knowledge

Record keeping

Office software

Education

High school diploma

G.E.D. equivalent

Tools

Word processing

Spreadsheet programs

Phone system

Job description

Do you thrive in a team environment? Ever wonder what Public Works does as the largest department in the City? Enjoy serving internal and external customers in a fast-paced work environment? This Acting In Capacity (AIC)/Limited Duration (LD) opportunity may be just right for you.

The Public Works Maintenance (PWM) and Parks and Open Space (POS) Divisions are looking for the right person to join our Administrative Team. The Admin Team supports both PWM and POS Divisions.

Application Deadline: Monday, November 16, 2026, at 7:00 a.m. P.T.
Accepting Online Applications only through the City of Eugene Website

Classification: Administrative Specialist, Sr

Salary:$ 27.46 - $34.21 hourly / $57,116.80 - $71,156.80 Annually

Acting in Capacity Pay is determined based on the applicable collective bargaining agreement or Administrative Policies Manual (APM). Pay placement will be the minimum of your current pay so long as it is not above the maximum of the Acting in Capacity salary range. If you are in a position that is at the same salary range as the Acting in Capacity assignment you are applying for, there may be no change in pay for the Acting in Capacity assignment.

Department, Division: Public Works, Maintenance

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

Work Location: 1820 Roosevelt Blvd., Eugene

Schedule: Monday - Friday, 8:00 a.m. - 4:30 p.m. with the flexibility per business need

Bilingual Pay Benefit: This position qualifies for up to an additional 5% of base salary for bilingual pay. Please see "Supplemental Information" at the end of the posting for more information.

About the Acting in Capacity Assignment:

• This Acting in Capacity position could last 8-12 months per business need.At the end of the assignment, you will return to your regular position.
• You must meet the minimum qualifications for the Acting in Capacity position.
• You must receive permission from your supervisor to apply.
• If you are on probation, it may impact supervisory approval to apply for this opportunity.
• If you are currently a member of a union, you will continue to be represented during this AIC position.

About Limited Duration Position

• This Limited Duration position could last up 8-12 months per 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.

The team's work varies from customer service, finance, specialty programs, emergency management support, and much more. This position requires various complex, specialized, and high-level administrative support duties while exercising independent judgment and discretion. Your role will provide personnel support in processing new hires, employee status documentation, and time entry. Also, you will serve as the document control specialist, and level two customer service reception including multi-line phones. As part of a customer service-focused team, this position has a daily role in customer service to internal and external customers. Additionally, you get to participate in PW-involved emergency response for events, like snow response, and maybe on-call during the duration of the emergency response.

You will be an essential piece of the broader team supporting the work of Public Works Maintenance & Parks and Open Space. You'll be supported by and get to work with a creative and professional team of hardworking and dedicated folks. We know you have a life beyond work and value supporting the complete individual, as a team, to provide service to our community. If you like working as part of a team and would like to dabble in a variety of Senior Administrative Specialist duties, this assignment could be for you.

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

Minimum Qualifications

Experience

Three years of increasingly responsible and skilled experience in providing clerical and administrative support duties; specific program knowledge desirable.

Education

High school diploma or G.E.D. equivalent. Post secondary course work in office assistant or administrative assistant areas desirable.

Background

Must pass a background check.

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).

The ideal candidate will have the following knowledge, skills, and abilities

Knowledge of:

• 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.

Ability to:

• 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.

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.

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. May be required to stand frequently 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.

Bilingual Pay Benefit

Per the AFSCME contract, the City shall pay an employee an additional 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.

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.

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].

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.