General Statement of Duties
Leads the work of clerical staff; provides direct administrative support to the Maintenance Director; provides public information and outreach for Public Works Maintenance; assists in coordination of department emergency management activities; coordinates and/or implements special projects; coordinates inter-division trainings and events; provides support services for both Public Works Maintenance Division and Parks and Open Space Division staff.
Examples of Duties Performed - Duties may include but are not limited to the following
Performs lead worker duties for other support and temporary clerical staff; plans, directs, and schedules work assignments. Provides coaching, training, and instruction in administrative techniques; leads team members on various administrative projects; may assist supervisor in developing work plans, policies, and procedures and implementing new or revised processes. Provides input to performance reviews; may participate in the selection process of new staff.
Provides public information and outreach for Public Works Maintenance; identifies and develops marketing concepts for Division services, writes press releases; develops, edits, and produces materials and brochures for outreach information and documents for the Division; advises the Maintenance Division Management Team on marketing and outreach issues, opportunities, and techniques.
Monitors and maintains Maintenance Division’s website in conformance to Division policies and goals. This may include independently developing information for the site, reviewing and advising other staff on articles, and responding to media or the public regarding inquires from the internet.
Acts as liaison for the Maintenance Director and Section managers to City Council and Public Service Officer; coordinates calendars and briefing summaries; tracks citizen correspondence.
Composes, edits, and proofs detailed correspondence, reports, tables, statements, and forms from handwritten or printed copy, brief instructions, or notes; verifies and formats documents and correspondence according to established standards.
Coordinates the Maintenance Division’s Annual Report and annual Work Plan.
Assists with the Public Works Department’s Emergency Management Program which includes creating several printed documents and annual updates; provides pre- and post-event research and analysis; prepares summary reports; assists with staff training in emergency management; helps coordinate emergency management exercises involving multiple City departments.
Provides administrative support to the Maintenance Director, Section managers, and supervisors; coordinates meetings; creates agendas and may take minutes; staffs various committees; distributes information and provides general support.
Schedules and maintains appointment calendar for Maintenance Director.
Develops and implements administrative orders; serves as liaison to the City Recorder; maintains central tracking of administrative orders, and coordinates public notices.
Provides assistance and information to the public and employees requiring thorough knowledge of applicable laws, regulations, policies, and procedures; explains services, policies, and procedures for Division program areas.
Handles confidential materials, problems, or sensitive situations.
Evaluates, consolidates, classifies, tabulates, and performs statistical analysis of data; checks information for accuracy and applicability to various projects and programs.
May assist in preparation and monitoring of the Maintenance Division budget; may prepare budget spreadsheets and reports.
Sets up and maintains files and record-keeping systems; files and retrieves documents as necessary.
Assists legislative coordinator performing data entry, distributing legislative bills and information, and tracking responses and status of bills.
Acts as staff support to citizen committees and Division representative for internal City-wide task teams.
May coordinate and plan various Maintenance Division or Public Works Department special events: creates displays for special events: annual safety awards and Division employee recognition events, trainings for Maintenance and Parks and Open Space Divisions, and annual open house for the department.
Actively supports and respects diversity in the workplace.
May act in capacity of the supervisor in the supervisor’s absence, or as directed.
Performs other duties as assigned.
Qualifications
Knowledge of:
Principles of project administration and program development.
Principles of emergency management.
Public Works Department organization principles, functions, policies, and procedures.
Office practices, procedures, and technical equipment.
Office management techniques.
Business English, composition, spelling, grammar, punctuation, and letter format.
Skill In
Using automated equipment and systems, specifically Microsoft Word, Excel, Outlook, and Access.
Basic math concepts: addition, subtraction, division, and multiplication, as necessary.
Using and modeling effective verbal and written communication.
Ability To
Demonstrate leadership skills.
Prepare complex reports, correspondence, and records.
Demonstrate integrity and accountability in decision making, leadership practices, and personal work.
Respect and draw upon the background and experiences of all people; employ flexible leadership / communication style balancing the needs of the organization, work team, and individuals.
Maximize skills and growth of work team members.
Creatively problem solve.
Use appropriate methods of decision making and conflict resolution, evaluating each situation for the most effective option.
Maintain and process confidential or sensitive materials in a professional manner.
Take meeting minutes and produce detailed reports.
Work effectively in a team environment.
Establish and maintain a respectful workplace environment.
Assign, review, and guide work of clerical employees.
Apply Public Works Department organizational principles, functions, policies, and procedures.
Interpret and apply Federal, State, and local laws, rules, and regulations to assigned program areas.
Communicate confidently, clearly, and professionally, both orally and in writing, to a variety of employees, supervisors, managers, and the public.
Analyze problems, identify alternative solutions, project consequences or proposed actions, and recommend solutions in support of goals.
Follow written and oral instructions from multiple sources, handle multiple priorities, and organize work to meet deadlines while maintaining accuracy and attention to detail.
MINIMUM REQUIREMENTSEducation
High school diploma or GED; Associate’s degree or some college course work in Business / Office Management desirable.
Experience
Four years of progressively responsible clerical, administrative, or technical support experience, including two years of experience in executive support or project/program management.
License or Certificate
A 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).
Other combinations of experience and education that meet the minimum requirements may be substituted.
Supplemental Information
Working Conditions
Work is done in an office environment. May be required to sit, keyboard, write, hear, and speak for extended periods. Work activities may include bending, stooping, and kneeling. May be required to lift up to 20 pounds.
In addition to the salary listed above, upon eligibility, the City will contribute the employee contribution of 6% and the employer contribution to a retirement program administered by the Oregon Public Employees' Retirement System (PERS).
Selection ProcessApplicants 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. Applicants selected to continue in the process will be notified within two-three weeks after the posting deadline.
DUE TO THE VOLUME OF APPLICATIONS RECEIVED BY THE CITY, GENERALLY, ONLY APPLICANTS SELECTED FOR FURTHER CONSIDERATION (TESTING, INTERVIEWS) WILL BE CONTACTED.
Anyone requesting information on a selection process may contact Human Resources (541) 682-5061 or may check the status on the Employment Opportunities Website at www.eugene-or.gov/jobs.
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.
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.
Representation
Employees 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 Benefits
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. 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.
01
The supplemental questionnaire is scored and will be used to determine if you will proceed to the next phase of the selection process. Provide detailed answers to each question. Please do not reference your résumé or application in your responses. Please detail your experience as a lead worker, managing office functions in a fast-paced team environment. Please include name of employer(s), job title(s), dates of employment, hours per week you worked, office functions you were responsible for, and number of employees for which you were a lead-worker.
02
Describe your experience developing and coordinating production of informational materials or technical reports in an easy-to-understand format for the public with the goal to gain customer support.
03
Please describe your experience in coordination of projects or programs requiring identification of goals and objectives, managing project deadlines, analyzing findings, and making recommendations. Please include job title(s), length of time spent on coordination, and specific responsibilities.
04
Describe in detail your experience providing direct administrative support for a management team. These duties may include meeting coordination, maintaining appointment calendar(s), composing and editing correspondence, and staffing various committees. Please include name of employer(s), job title(s), dates of employment, and hours per week you worked.
05
Describe your experience(s) and training using components in Microsoft Office; specifically Word, Excel, Outlook, and Access. Please include depth of tasks and length of time using each software component. Please give examples of projects you have completed utilizing word processors, spreadsheets, graphs, slide presentations, databases, and web design.
06
Your response to the following question is only used to track your application. Hiring decisions are not based on this response. Please state your
month and
day of birth.
