Administrative Support Specialist -- Temporary Assignment

Summary

The City of Bend is currently accepting applications for one (1) temporary, full-time Administrative Support Specialist in the Water Services Department. This opportunity is a non-represented, FLSA non-exempt (overtime eligible) position. This position plays a crucial role in ensuring the efficient operation of our department by providing comprehensive administrative support and customer service. The ideal candidate will be a strong communicator, organized, and capable of managing multiple priorities in a fast-paced environment. Temporary positions are 'at will' non-represented, and limited-benefits eligible. Temporary employee benefit information can be found on the benefits tab under Temporary Medical Only Benefits.

To be considered for this position, applicants must have a complete application that includes all of the following items:

The online application via NeoGov (access also available on City of Bend website under Human Resources/Job Openings)

Attached formal Cover Letter (required)

Attached formal Resume (required)

Attached valid Credentials, Certifications and Licensing (if applicable)

Applicants must provide certification that they are a veteran or disabled veteran to receive veteran's preference. For more information click here.

Complete applications must be received no later than Thursday May 22, 2025 (5/22/2025) at 12:00 p.m. (noon) Pacific Time.

Position Overview

Provides routine to moderately complex administrative support to implement subject matter-specific, department-specific procedures and practices that require utilizing this specialized program knowledge.

Functions, Duties and Responsibilities

Functions, Duties and Responsibilities:

Essential Functions Include:

The information provided below encompasses the essential functions and capabilities linked with this position.

Duties and Responsibilities

The individual in this position is expected to engage in the following work-related activities.

May be assigned the duties and responsibilities of the Administrative Assistant in addition to the duties assigned below.

Receives, reviews, processes paperwork in assigned area of responsibility in accordance with established policies and procedures, including preparing and submitting correspondence, reports, notices, timesheets, purchase orders, requisitions, job orders, business licenses and routine procurement documents and invoices.

Maintains regular contact with others outside own workgroup, such as visitors, vendors and/or other employees. Primary purpose of contact is to explain, clarify, or interpret detailed and somewhat complex or sensitive information; contacts are non-routine and require discretion and thoughtful communication efforts.

Coordinates and maintains office materials both for internal and for external customers both electronically and hard copy format.

May reconcile routine purchases, receipts and/or invoices and maintain petty cash.

Maintains files, records, documents and enters data into databases.

Monitors and maintains inventory of office and other supplies, and purchases routine supplies as necessary.

May track and follow up on routine tasks needing completion.

May receive, process, balance, and handle payments received from citizens, the general public, business, and/or other applicable parties.

Provides general and specialized administrative support, such as answering phones, reviewing and screening correspondence.

Prepares routine and complex documents, such as correspondence, contracts, presentations, and reports; proofreading for format, spelling, grammar, typos and general clarity.

Assists internal and external customers by answering questions and providing information regarding programs, services, policies and procedures; assists customers in the completion of forms.

Schedules and prioritizes meetings, appointments, and/or events; coordinates and maintains calendars; identifies, assembles and distributes meeting documents; reserves meeting space and equipment; coordinates and provides travel arrangements; schedules and supports meetings, including location arrangement, and preparation of materials and meeting minutes.

May assist with travel arrangements.

May include routine updates of websites with provided content.

Performs general administrative tasks.

Complies with safety requirements of the position and actively promotes safe work practices.

In an emergency event or an officially declared State of Emergency, responds as directed to ensure the restoration of essential public services, facilities and infrastructure.

Other related duties as assigned.Other related duties as assigned. Supervisory Responsibility

This position is a non-management position and does not encompasses supervisory responsibility.

Knowledge, Skills and Qualifications

Knowledge, Skills and Qualifications:

Skill Profile

The individual in this position is expected to possess and exhibit the following knowledge, skills, and abilities.

Maintain working knowledge of effective administrative functions and processes, as well and internal policies and procedures.

Effectively compose accurate and grammatically correct reports and business correspondence appropriate for the intended audience.

Communication, interpersonal skills as applied to interaction with coworkers, supervisors, the general public and other stakeholders sufficient to exchange or convey information to provide and receive work direction.

Manage a high volume of tasks at one time, including organizing and prioritizing own work.

Work independently with minimum direction while also working as part of a team and collaborating with others.

Demonstrate a high attention to detail.

Maintain advanced working knowledge of software programs such as Microsoft Office including Word, Outlook, Excel and PowerPoint and other interactive computer programs as well as cooperating common office equipment.

Education, Experience, Certifications and/or Licenses

The following are the minimum qualifications for this position.

High School Diploma or General Equivalency Diploma (GED) or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities as outlined in this job description.

2 to 3 years' experience in a similar position and/or performing similar tasks.

May require public notary designation.

Current and valid Driver's license per City policies outlined in the Employee Handbook.

Diversity & Equal Opportunity Employer Statement

The City of Bend is committed to fostering, cultivating and preserving a culture of diversity and inclusion. At the City of Bend, we don't just accept differences; we value them. We are proud to be an Equal Opportunity Employer and support the Americans with Disabilities Amendments Act (ADAAA) and the Oregon Equal Pay Act.