Would you like a career supporting amazing people who are making our community safer and better? Do you enjoy working in a support position, using your clerical skills to assist others? Do you have excellent attention to detail as well as strong writing skills, computer capabilities and interpersonal skills?

The ideal candidate for this position is someone who thrives in creating and maintaining an organizational system and enjoys checking many items off a "To Do" list each day. This position is perfect for someone who enjoys having the opportunity to greet and interact with people while concurrently being able to focus on tasks and complete a wide variety of duties.

If this describes you, we need you as the Senior Administrative Specialist for the Eugene Police Department's Volunteers in Policing (VIP) Program! Volunteers serve in nearly every unit in the department and currently range in age from 20 to 89. In an average year, volunteers contribute over 15,000 hours of service. As the Senior Administrative Specialist, you will be responsible for providing high-level administrative assistance for this program. This position performs a variety of clerical responsibilities and assists the VIP Program Manager in the day-to-day duties for the program.

Work Schedule: 8:00 a.m. – 5:00 p.m., Monday - Friday
Department/Division: Eugene Police Department/Finance and Administration Division
Work Location: Eugene Police Headquarters, 300 Country Club Rd., Eugene, OR
Must reside in the state of Oregon and be able to report onsite for work as needed in Eugene, OR to meet business needs
Salary Range: $24.45  - $30.46  hourly 

The projected hire date for this position is October 10, 2022

The City of Eugene will follow all required COVID vaccinations, exceptions, and guidelines based on the essential functions of the position.  

Performs a wide variety of administrative and clerical duties in support of the Volunteers in Policing Program.

• Accesses a volunteer management database; enters and retrieves information; uploads scanned documents, reviews and enters monthly volunteer time sheets.
• Prepares correspondence; writes volunteer nomination documents, selects, compiles, and evaluates materials and information; proofreads and edits documents for accuracy, spelling, and punctuation; ensures the inclusion of all pertinent information.
• Documents and monitors volunteer shift vacancies, alerts team members of upcoming shift openings, schedules shifts, makes notifications of shift cancelations.
• Schedules and tracks meetings; reserves conference rooms and vehicles; makes travel arrangements; coordinates, schedules and arranges specific department services with staff members, departments or agencies; tracks activities and deadlines.
• Provides clerical and administrative support to volunteer teams; prepares agendas and supporting materials; takes, transcribes and distributes minutes; prepares and distributes final minutes and reports; compiles and gathers data and information as required.
• Supports other areas of the department with administrative and clerical needs.
• Maintains computerized files to track data which may include spreadsheet tabulations and calculations, and modifying criteria for queries to extract data. Develops and maintains complex manual and computerized recordkeeping systems.
• Serves as telephone coordinator for the program area.
• Processes accounts payable and receivable; enters information into financial systems; monitors and tracks financial processes and payments; processes purchase orders and requisitions; assigns appropriate codes to transactions.
• Sorts and distributes mail; may coordinate materials for large mailings; prepares and distributes materials.
• Orders office supplies.

Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job. Studies 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.  

Minimum Requirements
Other combinations of experience and education which meet the minimum qualifications will be considered.  

Experience:
Three years of increasingly responsible and skilled experience in providing clerical and administrative support.
 
Training:
High school diploma or G.E.D. equivalent. Post-secondary course work in office assistant or administrative assistant areas desirable.

Oregon Driver’s License (ODL) 
Valid Oregon driver’s license, or 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).

Background 
MUST PASS A POLICE BACKGROUND INVESTIGATION 

Working Conditions
Work in this class is done generally in an office environment. Required to sit, keyboard, listen or speak for extended periods. May be required to crawl under desks and work stations and lift computer equipment, frequently up to 30 pounds and occasionally up to 60 pounds. Work includes operating a variety of office equipment. Occasional work outside of normal working hours. Occasional weekend, or holiday work. Occasional operation of a motor vehicle on public roads.

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. Applicants selected to continue in the process will be notified within two-three weeks after the posting deadline.  

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.