Job Location : Eugene,OR, USA
Personnel Action Liaison - Senior Administrative SpecialistPrint ( Action Liaison - Senior Administrative SpecialistSalary$55,556.80 - $69,222.40 AnnuallyLocationEugene, ORJob TypeFull-Time RegularJob Number04038DepartmentPublic Works DepartmentDivisionPublic Works MaintenanceOpening Date11/25/2024Closing Date12/11/2024 11:59 PM PacificDescriptionBenefitsQuestionsGeneral Statement of DutiesPublic Works Maintenance and Parks and Open Space are looking to hire a dynamic new member for the Administrative Team !The Personnel Action Liaison performs a variety of complex and specialized administrative support duties requiring the application of advanced clerical skills and a thorough understanding of department programs, processes, and procedures; exercises independent judgment and discretion associated with high-level administrative work; provides executive support; payroll processing, new hire onboarding and personnel functions; accounts payable processing; phone and device coordination; back-up petty cash custodian; customer service.Department/Division: Public Works/ Maintenance and Parks and Open SpaceSalary Range: $26.71 -$33.28 / hourly; $55,556.80 - $69,222.40 / annuallyThe 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) ( . You can learn more about our process at our How to Apply ( page.Benefits: Please click the Benefits Tab to view the City of Eugene's competitive package options.Location: 1820 Roosevelt Blvd, Eugene OR 97402Accepting On-Line Applications OnlyApplication Deadline: Wednesday, December 11, 2024 – at midnightThis position will work Monday through Friday between 8:00 a.m. to 4:30 p.m. Additionally, this position is responsible for responding during PW-involved emergency events and may be on-call during the emergency response.Examples of Duties Performed - Duties may include but are not limited to the followingPerforms various administrative and clerical duties for the Public Works Maintenance and Parks and Open Space Divisions.Uses Microsoft Excel, Word, PowerAutomate, Teams, and other databases to prepare letters, automations, and reports. Update Division records; perform data entry in the Maintenance Management System (MMS) and other specialized software. Utilizes virtual connection tools like Zoom.Assists the public and other employees in person or by phone; explains complex processes and requirements; interprets and applies program information to a variety of situations and the processing of requests; determine when to contact appropriate program staff for assistance; may assist the public with program compliance questions and issues.May provide administrative support to the Director; coordinate meetings; create agendas and may take meeting minutes; distributes information and provides general support.Processes Employee Action Requests (EARs) and processes bi-weekly time entry for the Public Works Parks and Open Space Division. Processes all new hire paperwork, including I-9 and W2. Ensure documentation meets legal requirements.Provides basic onboarding for new employees.Administers the New Hire Mentorship program for the Public Works, Maintenance, and Parks and Open Space divisions.Runs and distributes time-sensitive reports regularly.Processes journal entries for payroll corrections.Maintains staff phone lists, email distribution lists, and emergency contact lists with extreme accuracy.Maintains and accounts for petty cash funds, including distribution and replenishment of funds in a backup capacity; receives receipts and records fees; performs various postings and balancing of records and accounts.Maintains and accounts for purchase card transactions, including receipts, posting and balancing records, and accounting.Processes accounts payable; enters information into financial systems; monitors and tracks financial processes and payments; processes purchase orders and requisitions; assigns appropriate codes to transactions.May serve as phone and device coordinator for the Maintenance and Parks and Open Space Divisions; tracks and coordinates the ordering of new devices; coordinates device activation with technical staff; administers the vendor account, adjusts for cost savings, and ensures payment; upgrading devices; troubleshooting; deactivating devices.Coordinates, compiles, and evaluates data from a variety of sources to create regular and specialized reports; search files and records for information; decide on the effective layout of data; coordinate updating manuals and documents; obtains information from others as necessary to complete an assignment; maintains follow-up system on reports requiring action periodically.Assists with designing, implementing, monitoring, and maintaining program processes, procedures, program-related events, and systems.Provides training to lower-level classifications, coworkers, and volunteers.Schedules and tracks meetings; reserves conference rooms and vehicles.Supports and respects diversity in the workplace. As a member of the Administrative Team, demonstrates a willing attitude, courtesy, and respect for co-workers.Performs other related duties as assigned.QualificationsStudies 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 transferrable skills from a variety of sources and experiences.The City will consider any equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.A typical way to obtain the knowledge and abilities would be:Experience:Three years of increasingly responsible and skilled experience in providing clerical and administrative support duties; specific program knowledge desirable.Training:High school diploma or G.E.D. equivalent. Post-secondary coursework in office assistant or administrative assistant areas is desirable. Coursework in bookkeeping is desirable.License or Certificate:A valid Oregon driver's license or the ability to obtain by date of hire; must pass a 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 obtain a valid Oregon license (with appropriate endorsements) within 30 days of becoming domiciled in the state (ORS 803.355).The Ideal Candidate will possess the following knowledge, skills and abilities:Knowledge of:Office practices, procedures, and equipment, including word processing, spreadsheet programs, or other application software such as Microsoft Excel, Word, PowerAutomate, PowerPoint, Teams, PeopleSoft, and City of Eugene Maintenance Management System (MMS).Effective customer service standards.Effective phone practices and protocols.Policies and practices related to processing payroll information and personnel actions.Business English, grammar, spelling and usage, and punctuation; strong editing and proofreading skills. Administrative support practices and procedures.Basic math, including accurately adding, subtracting, multiplying, and dividing. Cash handling and internal controls and procedures.Principles and procedures of record keeping and bookkeeping.Report preparation and presentation.Policies and practices related to Public Works and the City.Ability to:Independently organize and manage multiple priorities with enthusiasm to meet deadlines; work with a high degree of accuracy, paying close attention to detail.Handle confidential information with tact and discretion.Proofread carefully and maintain accuracy.Work within and adhere to strict project deadlines.Compose and edit a variety of correspondences.Establish and maintain complex manual and computerized filing and record-keeping systems.Read, understand, apply, and explain City policies and procedures.Operate standard office equipment such as computers, printers, calculators, photocopiers, and scanners.Use advanced functions in Microsoft Office.Build effective working relationships with all coworkers, other departments, and agencies.Communicate effectively with other City employees, employees from other agencies, and the public using tact, courtesy, and good judgment.Use independent judgment in making decisions.Gather statistical information from a variety of sources and reports.Work successfully in a team environment.Understand and execute oral and written instructions, policies, and procedures.Operate a multi-line telephone system using a clear, well-modulated voice and good grammar.Provide effective customer service under high-pressure calls or during emergency operations.Perform physical activities that are essential functions of the position, including speaking, hearing, walking, and lifting supplies and boxes.Supplemental InformationWhat 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) ###-####.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.If a job posting indicates this position is temporary (not limited duration) then the employee serves at will. Temporary employees do not receive benefits through the City of Eugene unless required by City, State or Federal code/statute.RepresentationEmployees in this classification are represented by American Federation of State, County, and Municipal Employees (AFSCME), and their salaries may be subject to a monthly payroll deduction after 31 days of employment.Salary and BenefitsThe 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. Periodic advancement through the salary range is dependent upon merit. The City provides a full range of benefits, including holidays, vacation, sick leave, retirement benefit, and life insurance. Health, dental, and vision benefits are available.To view a summary of benefits ( , benefit premium rates ( , and/or the AFSCME contract ( click the respective link. Click here to view information about Total Worker Health. (