Senior Administrative Specialist - Public Works

Must meet all qualifications and requirements as listed in the position description.

The goal of the Public Works Department is to support and enhance the quality of life for community members by delivering responsive and efficient services to all neighborhoods and to maintain reliable and cost-effective public works facilities and systems in a manner that emphasizes customer satisfaction and good stewardship of natural, fiscal, and staff resources.

The Senior Administrative Specialist performs a variety of routine and complex clerical, customer service, and administrative activities to assist and support Public Works staff and associated advisory groups. Responsibilities include minutes transcription; web page maintenance; file and records management; data entry and data management; telephone and in-person reception; sales and cash handling; mail and shipment processing; and correspondence, surveys, and bulk mailings. This position requires the ability to exercise knowledgeable, independent judgment on routine and non-routine matters.

Duties include, but are not limited to the following:

• Transcribe advisory group minutes using appropriate business English, spelling, punctuation, grammar, and approved format. Provide support services such as publishing meeting times, generating meeting packets and publishing minutes to the City web pages that are an official public record of the City. Take and transcribe minutes from other Department meetings as requested.
• Create, maintain, and update department web pages. Monitor department web pages for outdated information, request updated information from appropriate department contacts, formats and posts data.
• Create, maintain and track department electronic and hard copy records, and files such as records retention locations/logs, Safety Committee minutes, accident log and Safety Data Sheets. Perform network directory housekeeping.
• Complete data entry for items such as fleet maintenance activities and parking permits. Enter and update information, run reports, validate data accuracy, report discrepancies and maintain databases.
• Create, maintain, and remove fuel system access to the fuel system. Update employee and vehicle information, validate data accuracy, provide monthly billing information to accounts receivable, and troubleshoot fuel system issues.
• Coordinate bulk mailings for Public Works. Ensure adequate parking permit supplies are in stock and interface with the public to answer questions, sell permits, send out and process annual renewal applications.
• Assist walk-in customers, answers phones, screens calls, routes calls, and takes messages. Perform various customer service duties such as responding to resident complaints according to City policy, responding to other department or agency requests and, issuing parking permits, bulk water keys and temporary hydrant meters. Forward to appropriate staff or responds to emails in the Public Works email account.
• Develop and provide training for department specific software applications and serve as a resource for those applications unique to the position. Act as a departmental resource for questions on word processing, spreadsheet applications, and office automation suite.
• Provide equipment check-out services for items such as department laptops, projectors, cameras, and speakers. Provide advanced administrative support or training in coordinating the use of this equipment.
• Perform a variety of non-routine administrative duties such as troubleshooting office equipment issues, stocking copier room supplies, reviewing police reports, processing DMV vehicle title and licensing paperwork, and processing new hire paperwork.
• Provide back up support for contract administration, track renewal dates, act as liaison to contractors, receive and compile bid information, prepare contracts following City contract specifications and City purchasing procedures.
• Serve on internal committees when required.
• Assist the department with emergency response efforts by answering phones quickly and efficiently, recording accurate information about the situation, forwarding calls appropriately, and providing an appropriate level of information to callers regarding the status of an event.
• Assist other administrative staff and performs other related duties, including those of any classification below Senior Administrative Specialist from brief instructions or through self initiative, such as the daily cash deposit, and payroll entry and edit verification timesheet review.
• Conform with all safety rules and practices and perform work in a safe manner. Maintain job-site safety for co-workers and minimizes hazardous conditions. Attend required trainings.
• Deliver excellent customer service to diverse audiences. Respond to routine customer service requests, questions, and complaints. Maintain a positive customer service demeanor and delivers service in a respectful and patient manner.
• Perform as a member of a team, assisting with development of work group goals and objectives, and contributing to the achievement of goals and objectives. Maintain effective work relationships.
• Comply with all Administrative Policies. Perform work in accordance with Council Policies and Municipal Code sections applicable to the position.
• Arrive to work, meetings, and other work-related functions on time and maintains regular job attendance.
• Operate and drive vehicles and/or equipment safely and legally.
• Participate in the Emergency Management program including planning, classes, training sessions, exercises and emergency events as required.
• Perform other duties as assigned.

Qualifying Education / Experience

• High school diploma or equivalent.
• Three years of related work experience or education in office/business practices and procedures including database management, web page maintenance, transcription, and accounting.

• Associate's degree in Business Administration or related field.

• Possession of and the ability to maintain a valid Oregon Driver's License.

Knowledge of: office and department specific computer hardware and software used by the position (word processor, e-mail, electronic calendar, spreadsheet, database, web, etc.); basic math, and advanced bookkeeping terms and concepts; operational rules and general instructions; and traffic laws and defensive driving.

Skill in: accurate typing/word processing, proof reading and editing, filing, ten-key, and operating office equipment; using business English, spelling, punctuation, and grammar; effective interpersonal relations, customer service, communication; telephone communication and problem-solving.

Ability to: maintain manual and computerized filing and record-keeping systems; resolve public inquires and complaints by telephone, email and in-person; get along with coworkers and the general public, and maintain effective working relationships; meet deadlines while prioritizing multiple duties and projects around set time constraints, perform routine duties independently, and work with frequent interruptions; learn the Public Works service area citywide resources by the end of the probationary period; maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information; discern and apply procedures to situations as encountered within established guidelines; use a multi-line phone system; computer and associated software and hardware such as speakers and microphones, copy and fax machines, projection equipment, automobile or truck, and other office related tools and equipment.

In Addition: the employee shall not pose a direct threat to the health or safety of the individual or others in the workplace; have demonstrable commitment to sustainability; and have demonstrable commitment to promoting and enhancing diversity, equity and inclusion.

Qualified applicants must submit an online application located on the City of Corvallis website (click on "Apply" above).
Applicants are encouraged to include a resume with the online application; however, resumes will not be accepted in lieu of a completed online application. Incomplete applications will not be accepted/considered.
Position is open until filled.
First review of applications will occur after 8:00 am on November 6, 2025

*Please do not include personal or protected information in attached resumes or cover letters, this includes your birth date, age, dates of education, and graduation dates.*