Position Overview:
The City of Springfield is dedicated to serving the needs of all community members, and we are seeking an Administrative Specialist II for the City Manager’s Office who is committed to this mission. The City engages with and serves a wide variety of people, and the Administrative Specialist position is a key contributor to the City’s success. We also believe equity and inclusion brings new ideas and experiences, and enriches our City. We encourage you to think outside-the-box, and consider how your skills and experiences can positively contribute to an inclusive working environment that strives to provide excellence in service.
Summary of Essential Duties:
Provides direct administrative and secretarial support to the City Manager and Assistant City Manager
Answers incoming calls, routs callers or provides information as required
Takes and transmits messages, greets, and directs members of the public
Responds to basic requests for information and routine questions in person and through written correspondence
Directs individuals to appropriate City staff as necessary to resolve concerns and complaints
Scans, collates, binds, photocopies, and faxes documents
Conducts basic research, collects, and compiles data, transcribes, composes, types, and edits a variety of correspondence, reports, memoranda, minutes, contracts, and presentations
Completes budgeting and financial tasks including reconciling purchases, receipts, invoices and petty cash
Schedules and supports meetings, trainings, and special events
Supports City Clerk/Recorder in facilitation and administration of meetings for City Council and committees
May be required to work occasional evening and weekend functions and events
Training & Experience:
The City will consider any equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. Such a way to meet minimum qualifications could include:
Associate degree or two-year technical certification in the field of business administration, or a closely related field, and;
A minimum of 3 years’ experience in administrative support including maintaining contracts and records.
Preferences may be given for knowledge and experience:
Ability to speak Spanish
Prior administrative support in a high-traffic, community-facing office environment
Prior experience with elected officials or appointed boards
Selection and Interview Process:
Top candidates will be invited to interview and may be asked to complete a basic office computing test. Interviews are tentatively scheduled for the week of June 10, 2024.
As a part of our selection process, it will be necessary for candidates to provide the names and email addresses of up to five professional references (including two managers) that can provide information on work performance. To avoid any delay in the process, we ask candidates to start gathering reference information now (name, email address, contact info and time period you worked together). Additional information regarding reference checking will be emailed to candidates at a later date through the SkillSurvey Pre-Hire 360 system.
The selection process will include: reference checks and criminal background check.
All testing and selection processes will be done in accordance with the Oregon Veteran’s Preference in Public Employment Law.
Please do not indicate ‘See Resume’ in the ‘Work Experience’ part of the application. The information you provide in the application ‘Work Experience’ and ‘Job Duties’ will be used to determine if you will proceed to the next phase in the selection process. Information related to education and experience must be verifiable on your application to be given credit.
NOTE: This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract.
The City of Springfield is an Equal Opportunity Employer.
How to Apply:
Please visit our website at https://www.springfield-or.gov/city/human-resources/careers/ to learn more about this job posting and how to apply.