Administrative Support Specialist

City of Bend; Bend (OR); On-site; USD 27,552,000 - 38,573,000; Full time

Benefits offered by this job

Health and dental benefits

Retirement benefits

Paid leave

Job summary

The City of Bend is seeking an Administrative Support Specialist to provide essential administrative support for licensing programs and customer service at the front counter, phone, and email. This role aids in processing business registrations, liquor licenses, and other permits while drafting communications and coordinating meetings.

Ideal candidates will have 2–3 years of admin experience, strong organizational skills, and proficiency with Microsoft Office.

Qualifications

• High School Diploma or GED.
• 2–3 years of administrative support experience.
• Equivalent combination of education and experience acceptable.
• Notary Public designation may be required.

Responsibilities

• Process licensing applications and registrations from start to finish.
• Assist customers in person, by phone, and by email.
• Draft correspondence, reports, and presentations.
• Coordinate meetings, manage calendars, and take meeting minutes.
• Maintain licensing records and website content.
• Identify opportunities to improve licensing processes.

Skills

Customer service

Organizational skills

Communication skills

Bilingual Spanish

Education

High School Diploma / GED

Tools

Microsoft Office

Job description

The City of Bend is accepting applications for one (1) regular, full-time Administrative Support Specialist in the Administrative Division of the Community Development Department. This is an hourly, non-exempt (overtime eligible) position is represented by the City of Bend Employee Association (COBEA). The City may use this job posting to create an eligibility list for future hiring purposes. Please review the entire job posting, including the application requirements at the end.

This position serves as the primary administrative support for the City’s licensing programs, processing business registrations, liquor licenses, and other permits while providing excellent customer service through the front counter, phone, and email. The role also supports the department with drafting correspondence, reports and presentations, coordinating meetings and calendars, taking meeting minutes, and maintaining website content. Looking ahead, there are opportunities to help improve and modernize licensing processes, including automation of business registration renewals and other efficiencies. This is a great opportunity for someone who enjoys a variety of responsibilities, interacting with the public, and making a meaningful impact on how businesses and customers experience City services. The position plays a key role in supporting both the Licensing Team and the broader Community Development Department.

Classification Framework: Administrative Support Specialist

The following duties are a sample of major duties performed in this role and not intended to be an exhaustive list.

• Process business registrations, liquor licenses, and other applications from start to finish.
• Answer customer questions in person, by phone, and by email, and help customers understand City requirements and processes.
• Serve as backup at the front counter and provide exceptional customer service.
• Prepare, edit, and proofread correspondence, reports, presentations, and other department communications.
• Coordinate meetings and events, manage calendars, prepare agendas, and take meeting minutes.
• Maintain accurate licensing records, files, and data systems.
• Update website content and help keep public information accurate and current.
• Provide administrative support to multiple programs and staff throughout the department.
• Identify and support opportunities to improve, streamline, and automate licensing processes. ... rupa

We're looking for a highly adaptable and flexible professional who thrives in a fast-paced environment, effectively balances competing priorities, and can seamlessly shift between customer service, administrative support, licensing work, and special projects as business needs change. This individual is proactive and self-directed, takes ownership of their work, and continuously looks for opportunities to improve processes and customer experiences. They are highly reliable, organized, and accountable, consistently producing accurate work while managing multiple deadlines and responsibilities. The ideal candidate is an engaging communicator with strong written and verbal communication skills, provides exceptional service to internal and external customers, and collaborates effectively with colleagues across the department. They bring a positive attitude, sound judgment, strong attention to detail, and commitment to public service. This is a front facing customer service position and, in an effort to best serve the Bend Community, Spanish proficiency is preferred.

Candidates should have experience in an administrative assistant, office coordinator, or similar administrative support role, along with strong organizational skills and a commitment to excellent customer service. They should be comfortable managing multiple priorities, drafting correspondence, coordinating meetings and calendars, taking meeting minutes, maintaining accurate records, and using Microsoft Office applications. Strong communication skills, attention to detail, professionalism, and the ability to work independently while supporting a collaborative team are essential.

Candidates who meet the listed minimum qualifications, including an equivalent combination of education and experience will be considered for an interview. Please ensure your application includes information about your education, relevant paid and unpaid work experience, and applicable licenses and certifications. Avoid referencing your resume in the job duties section of the application.

Minimum Qualifications:

• High School Diploma or General Equivalency Diploma (GED); AND
• 2 to 3 years' experience in an administrative support or similar office support role performing comparable duties; OR
• An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Required Licenses & Certifications:

• May require ability to obtain and maintain a Notary Public designation.

Desired (but not required) Attributes:

• Bilingual language skills in both Spanish and English, including reading, writing, and speaking. Upon passing required testing per section 13.13 of the City of Bend Employee Association Collective Bargaining Agreement, employee is eligible for an additional $2.00 added to their base hourly rate of pay.

Application Deadline:

Applications must be received by October 8, 2026, 12:00 PM (noon) Pacific Time to be considered for this selection process.

Equity Statement:

The City of Bend remains committed to building a workforce that advances diversity and inclusion within our community and all we do. We recognize that not everyone starts from the same place, and that gender, race, ability, sexual orientation, and other identities face different barriers. We welcome applicants from all backgrounds and are dedicated to creating an inclusive, safe, and respectful workplace where employees can thrive without these barriers. A more extended version of the City of Bend’s Organizational Equity Statement is available upon request.

Benefits:

The City of Bend offers an excellent competitive benefits package for Employees and Dependents for health and dental coverage, retirement benefits, and a robust paid leave program. Details are available on the benefits tab of the job posting.

Starting Compensation:

Starting compensation is determined based on a pay equity analysis considering the candidate’s education, applicable work experience, and internal equity. Please include all relevant information on your application.