What are the responsibilities and job description for the Administrative Specialist - Limited Duration position at City of Eugene?
The Employee Resource Center (ERC) is looking for an Administrative Specialist to support an office dedicated to providing wholistic professional and personal services to our workforce. Areas of support include, but are not limited to, assisting with a variety of daily administrative tasks, activities critical to supporting the full scope of employee processes, and assisting internal and external customers in a way that reflects our commitment to excellence in customer service.
Work Schedule: Monday through Friday; 8:00 am to 5:00 pm
Work Location: 940 Willamette Street, Suite 200, Eugene
This posting is for a limited duration position: The position is projected to last 9 months. For more information about limited duration positions please see the "Supplemental Information" at the bottom of the posting.
Education
Background
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 activity include bending, stooping, and kneeling. May be required to lift up to 25 pounds.
Limited Duration Employees
Limited Duration Employees are those hired for the limited time period specified in this posting. After the position is posted and a competitive selection process has been completed, an offer of employment will be made. Employees hired into limited duration positions will be members of the AFSCME bargaining unit and covered by the contract except for the items outlined below under Salary and Benefits.
Salary and Benefits
Limited duration employees have many of the same benefits as AFSCME employees, although there are a few exceptions due to the limited length of employment. The salary schedule for limited duration employees is the same schedule used for regular AFSCME employees. The normal starting salary is the first step shown on the posting. Other placement in the salary range may be considered depending on qualifications and experience. Limited Duration employees are at-will employees and they do not have a probationary period; they accrue no seniority, have no bumping or layoff provisions, and have no discipline or discharge rights. Additionally, limited duration employees will receive City health plan coverage for themselves only. Dependent coverage is available at full cost to the limited duration employee.
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.
DUE TO THE VOLUME OF APPLICATIONS RECEIVED BY THE CITY, GENERALLY, ONLY APPLICANTS SELECTED FOR FURTHER CONSIDERATION (TESTING, INTERVIEWS) WILL BE CONTACTED.
Current information about the status of a job posting is available by going to www.eugene-or.gov/jobs and selecting "Job Posting Status."
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 (541) 682-5061.
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.
The City of Eugene is committed to a work environment which values the cultural, educational, and life experiences of each employee. We believe that a diverse workforce enables us to deliver culturally competent service to all members of our community. As part of our commitment to diversity, the City continues to be an affirmative action/equal opportunity employer. Women, people with disabilities, and persons of color are strongly encouraged to apply.
Work Schedule: Monday through Friday; 8:00 am to 5:00 pm
Work Location: 940 Willamette Street, Suite 200, Eugene
This posting is for a limited duration position: The position is projected to last 9 months. For more information about limited duration positions please see the "Supplemental Information" at the bottom of the posting.
Application Deadline: Friday, March 20, 2020 at 5:00 pm PST
ONLINE APPLICATIONS ONLY
- Greets visitors at our front counter, receives telephone inquiries to the Division and answers questions via email correspondence
- Answers general human resources related questions regarding procedures, policies and processes within the scope of the positions authority and refers others to appropriate individuals within the ERC or other City Departments
- Performs data entry in several computerized systems while maintaining a high level of accuracy and attention to detail
- Maintains, creates, and updates personnel files and other office records based on retention schedules
- Researches files and records for team and employee requests
- May run reports and pre-set queries from PeopleSoft and other internal applications
- Prepares letters, memos, forms, reports or communications for staff
- Assists with proofreading material to assure proper layout, grammatical composition and inclusion of pertinent information
- Photocopying or scanning of material for trainings, meetings, team projects, or record requests
- Initiates requests for various types of services, based on staff needs
- Maintains ERC conference room reservations, schedules and room set-up support as needed for staff
- Works in partnership with other administrative support staff to coordinate work and projects
- Acts as an integral team member, participating in staff meetings, problem solving, process efficiencies and contributes to overall effective team work
- Actively supports diversity and works to maintain a respectful workplace environment
- Performs other related duties as assigned
- Broad experience working in an office environment
- Ability to manage multiple tasks in a fast-paced collaborative environment
- Handle confidential information with tact and discretion
- Maintain accurate filing and recordkeeping systems
- Eagerness to take on new tasks and responsibilities, and the ability to learn a new task quickly and demonstrate an understanding of what is being asked
- Flexibility to manage and prioritize multiple tasks and requests with varying deadlines
- Ability to work effectively on tasks and address questions as they come up from staff or customers
- Highly competent at communicating messages in both written and verbal form
- Experience with adjusting communication style to be appropriate to an audience based on their role, the topic, and the specific audience with which they are interacting
- Ability to effectively listen
- Excel, Outlook, Word and PowerPoint skills, as well as experience with other Microsoft Office programs
- Ability to learn new systems and applications quickly and effectively
Education
- High school diploma or GED required
- Post-secondary course work in office assistant or administrative assistant areas desirable
- Two years of full time general office experience required
- Human Resources experience preferred
Background
- MUST PASS A BACKGROUND CHECK
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 activity include bending, stooping, and kneeling. May be required to lift up to 25 pounds.
Limited Duration Employees
Limited Duration Employees are those hired for the limited time period specified in this posting. After the position is posted and a competitive selection process has been completed, an offer of employment will be made. Employees hired into limited duration positions will be members of the AFSCME bargaining unit and covered by the contract except for the items outlined below under Salary and Benefits.
Salary and Benefits
Limited duration employees have many of the same benefits as AFSCME employees, although there are a few exceptions due to the limited length of employment. The salary schedule for limited duration employees is the same schedule used for regular AFSCME employees. The normal starting salary is the first step shown on the posting. Other placement in the salary range may be considered depending on qualifications and experience. Limited Duration employees are at-will employees and they do not have a probationary period; they accrue no seniority, have no bumping or layoff provisions, and have no discipline or discharge rights. Additionally, limited duration employees will receive City health plan coverage for themselves only. Dependent coverage is available at full cost to the limited duration employee.
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.
DUE TO THE VOLUME OF APPLICATIONS RECEIVED BY THE CITY, GENERALLY, ONLY APPLICANTS SELECTED FOR FURTHER CONSIDERATION (TESTING, INTERVIEWS) WILL BE CONTACTED.
Current information about the status of a job posting is available by going to www.eugene-or.gov/jobs and selecting "Job Posting Status."
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 (541) 682-5061.
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.
The City of Eugene is committed to a work environment which values the cultural, educational, and life experiences of each employee. We believe that a diverse workforce enables us to deliver culturally competent service to all members of our community. As part of our commitment to diversity, the City continues to be an affirmative action/equal opportunity employer. Women, people with disabilities, and persons of color are strongly encouraged to apply.
Salary : $19 - $24