Senior Administrative Specialist, Limited Duration

Full Job Description

The Community Development Division is seeking a positive, productive individual to provide administrative support across the division as part of a flexible, dynamic, and collaborative team.

The full-time, limited duration position involves a variety of complex and specialized clerical duties involving administrative support activities, which require independent judgment and discretion, an understanding of specific departmental or program policies, procedures, and processes, and considerable customer service skills.

This position is part of the Planning & Development Department and works as part of the Community Development Division. This position reports directly to the Community Development Division's Finance Manager.

Application Deadline: Monday, March 9, 2026, at 5 p.m. P.T.
Accepting Online Applications Only

Information on How to Apply

Classification: Sr. Administrative Specialist

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

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: Planning and Development, Community Development

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

Work Location: Atrium Building, 99 W. 10^th Ave., Eugene

Schedule: Monday - Friday, 8:00 a.m. – 5:00 p.m. with the flexibility per business need

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

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.

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

About Limited Duration Position

• This Limited Duration position could last up to 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.

Requirements

• General. Performs a wide variety of administrative and clerical duties in support of the Community Development division.
• Money. Performs data entry into financial systems; routes invoices for payment approval; monitors and tracks financial processes and payments; receives on Purchase Orders; picks up checks from finance, as needed. Process turnovers and deposits checks.
• Signatures. Routes documents for signatures, council packets, and interdepartmental communications. Coordinates in-person, notarized signatures.
• Forms. Assists with developing and/or coordinating the processing of forms, notices, orders or materials required for program area functions. Processes a variety of forms that require the application of various departmental or program policies and procedures.

Mail. Coordinates mail and other deliveries for the division with City and Department processes.

Prepares mailings for interdepartmental and external recipients; coordinates materials for large mailings; prepares and distributes materials.

(These duties, and others such as picking up checks, typically require the Sr.

Administrative Specialist to be in physically in the office on a weekly basis, regardless of any flexible work arrangements for the remainder of the work schedule.)

Meetings.

Schedules, tracks, and sets up appointments and meetings, coordinates and hosts virtual meetings (MS Teams or Zoom), reserves conference rooms and vehicles, and makes travel arrangements as instructed; provides logistical support to staff by monitoring staff location and calendars.

Works with Division leadership to schedule and support Community Development staff meetings and events. Tracks activities and deadlines for projects.

Public Meetings.

Provides clerical and administrative support to various City boards, committees and panels; schedules and coordinates meeting times, venues, and food; prepares agendas and supporting materials; takes, transcribes and distributes minutes according to City standards; reviews drafts of minutes for accuracy and clarity prior to final processing; prepares and distributes final minutes and reports; compiles and gathers data and information as required.

Records and Retention.

Develops and maintains complex manual and computerized retention and record keeping systems for a variety of department programs records; handles document control; scans and maintains manual and electronic filing systems; researches files and records for information; archives documents; Indexes, catalogs, scans, and files program and applies retention guidelines to purge records.

• Writing. Prepares correspondence and other written materials; selects, compiles, and evaluates materials and information; proofreads and edits documents for accuracy, spelling, and punctuation; ensures the inclusion of all pertinent information. Updates divisions website content.
• Travel/Training. Assists staff with travel & training reservations, accommodations for transportation, registration, and hotel.
• Data. Performs data entry and retrieves and tracks data from computerized systems; maintains spreadsheets for routine tasks, division information and program/project functions.

Phone.

Provides assistance to the public and other employees by telephone and in person; answers telephone calls, explains complex processes and requirements; interprets and applies program information to a variety of situations and the processing of requests; determines when to contact appropriate program staff for assistance; may assist public with program compliance questions and issues; takes messages.

• Administrative Procedures and Documentation. Creates, revises and maintains electronic and desk manuals to document processes and job duties.
• Purchasing. Purchase office supplies, equipment, and furnishings as directed.
• Workplace. Actively support and respect diversity in the workplace. Works closely with the division’s Senior Program Coordinators to keep the office running smoothly.
• Actively supports and respects diversity in the workplace.
• Performs related and other duties as assigned.

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

Qualifications

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description.

We are most interested in finding the best candidate for the job, and that candidate may be one who comes with relevant transferable skills 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.

When screening your application, the City will consider an equivalent combination of relevant education and experience which provides the applicant with the knowledge, skills, and abilities required to meet minimum qualifications for this position.

Minimum Qualifications

Experience

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

Education

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

Background

Must pass a background check.

License

Notary Public or ability to train and become one while employed. Training and certification will be provided by the city.

Additional Information

Community Development

The Community Development division is committed to making Eugene a better place to live and work. As a part of the City’s Planning and Development Department, the division works towards the achievement of this general goal through an array of programs focused on more specific goals, including:

• Affordable rental housing development and repair
• Downtown planning and improvement
• Economic stability through living-wage job creation
• Managing federal Community Development Block Grants (CDBG) activities

In Community Development we recognize the racial injustices that impact those we serve.

Our division has started a Racial Equity Literacy program for ourselves, committing time throughout each month to promote awareness and ease of dialogue about how we can improve or better include the lives of Black, Indigenous, and Communities of Color in Eugene, and transform the way we do business by seeing it through a racial equity lens.

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 (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.

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.