Administrative Support Specialist

The City of Bend is currently accepting applications for one (1) regular, full-time Administrative Support Specialist in the Water Services Department.  This opportunity is represented by the City of Bend Employee Association and is a 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.

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 15, 2025 (5/15/2025) 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.

Distinguishing Characteristics
Distinguish from Sr. Administrative Support Specialist:  Involved in less complex work and operates with less independence.
Distinguish from Administrative Assistant:  Involves specialized administrative tasks related to the program being supported that require specialized, subject matter specific knowledge and can be more than just routine and operates with greater independence and/or decision-making authority.  

Complexity of Work
Complexity: 
Work is either routine or basic, or varied within a subject matter but with limited standardized situations requiring judgment. Many situations are resolved using standard procedures and established guidelines. Requires knowledge of procedures and the ability to evaluate and select the correct solution from limited potential alternatives.  Expertise may be developed regarding tasks specific to the work area or team.
Degree of Independence:
Sets priorities and organizes work within general guidelines; follows standard practices and makes some deviations from standard practices with minimal supervision; outcomes are monitored.
Decision Making Authority:
Regular exercise of independent judgment within accepted practices and in accordance with established policies and procedures. Makes recommendations that affect policies, procedures, and practices. Refers decisions involving exceptions to accepted practices to supervisor.
 

• 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.

• 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.

• 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.

Salary : $58,428 - $74,571