Administrative Specialist - Public Works
City of Corvallis, Corvallis, OR, United States
Position Summary
City of Corvallis Public Works aims to support and enhance community quality of life by delivering responsive and efficient services, maintaining reliable and cost-effective facilities, and emphasizing customer satisfaction and stewardship of natural, fiscal, and staff resources.
About the Position: The Administrative Specialist performs a variety of routine and moderately complex clerical, customer service, and administrative support tasks. The role handles telephone and in‑person reception, sales and cash handling, payroll, accounts receivable, travel and training, parking and lottery management, data entry, and daily mail processing. Tasks are typically carried out independently with moderate supervision for non‑routine duties.
Full‑time, 40 hours per week. AFSCME‑represented. 12‑month probationary period. Monday – Friday, 7:30 a.m. – 4:30 p.m.
Essential Duties
Assist walk‑in customers, answer phones, screen calls, route calls, and take messages; provide customer service including complaint resolution, issuing parking permits, bulk water keys, and temporary hydrant meters.
Review timesheets in the payroll software within set limits, validate payroll data, identify discrepancies, and follow up with supervisors.
Execute routine accounts receivable duties: calculate billings from work orders, hydrant meter readings, water and fuel sales, annual leases; process refunds; enter and validate data; run delinquency reports.
Initiate and record department travel training; verify expenses, arrange travel, route approval packets, reconcile receipts after completion.
Maintain courtesy permit program and quarterly employee parking lottery; input permit data and verify accuracy.
Perform routine and non‑routine spreadsheet/database tasks, including formatting, data entry, and records maintenance; generate service requests in the asset management system.
Execute clerical duties: word processing, typing, review, backup proofing, editing, reviewing email inbox items, preparing bulk mailings.
Support department administration: maintain calendars, schedule meetings, make travel arrangements, purchase office supplies, process and distribute mail.
Maintain departmental records and supplies such as employee and emergency phone lists and performance measures.
Assist emergency response: answer phones quickly, record details, provide appropriate information to callers.
Prepare meeting materials; take and transcribe minutes from departmental and committee meetings (not official city records).
Serve on internal committees as required.
Respond to routine customer service requests, questions, and complaints with a positive, respectful demeanor.
Act as a team member, assisting in goal development and contributing to team objectives.
Employee Responsibilities
Participate in the Emergency Management program, including planning, classes, training, exercises, and events as required.
Act ethically and honestly; apply ethical standards to daily work and interactions; build confidence in the City.
Maintain effective work relationships.
Adhere to all safety rules and perform work safely.
Deliver excellent customer service to diverse audiences.
Follow all City and Department policies.
Arrive to work, meetings, and functions on time; maintain regular job attendance.
Perform other duties as assigned.
Qualifications & Skills
Qualifying Education / Experience
High school diploma or equivalent.
Two years of related work experience or education involving office/business practices and procedures, basic bookkeeping, and recording financial transactions.
Certifications / Licenses
Possession or ability to obtain a valid driver’s license.
Knowledge / Skills / Abilities
Knowledge of business English, spelling, punctuation, grammar, basic math, and bookkeeping terms; operating office hardware and software (word processor, email, calendar, spreadsheet, database, etc.).
Skill in accurate clerical work: typing, word processing, filing, ten‑key operation, office equipment, effective customer service, communication, telephone skills, and problem‑solving.
Ability to accurately type and ten‑key, proofread and edit, maintain filing systems, resolve inquiries by phone, email, or in person, collaborate with coworkers, meet deadlines, prioritize tasks under time constraints, work independently, understand operational rules, and maintain confidentiality and discretion.
Commitment to sustainability and to promoting diversity, equity, and inclusion; not pose a direct threat to health or safety of individuals.
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City of Corvallis Public Works aims to support and enhance community quality of life by delivering responsive and efficient services, maintaining reliable and cost-effective facilities, and emphasizing customer satisfaction and stewardship of natural, fiscal, and staff resources.
About the Position: The Administrative Specialist performs a variety of routine and moderately complex clerical, customer service, and administrative support tasks. The role handles telephone and in‑person reception, sales and cash handling, payroll, accounts receivable, travel and training, parking and lottery management, data entry, and daily mail processing. Tasks are typically carried out independently with moderate supervision for non‑routine duties.
Full‑time, 40 hours per week. AFSCME‑represented. 12‑month probationary period. Monday – Friday, 7:30 a.m. – 4:30 p.m.
Essential Duties
Assist walk‑in customers, answer phones, screen calls, route calls, and take messages; provide customer service including complaint resolution, issuing parking permits, bulk water keys, and temporary hydrant meters.
Review timesheets in the payroll software within set limits, validate payroll data, identify discrepancies, and follow up with supervisors.
Execute routine accounts receivable duties: calculate billings from work orders, hydrant meter readings, water and fuel sales, annual leases; process refunds; enter and validate data; run delinquency reports.
Initiate and record department travel training; verify expenses, arrange travel, route approval packets, reconcile receipts after completion.
Maintain courtesy permit program and quarterly employee parking lottery; input permit data and verify accuracy.
Perform routine and non‑routine spreadsheet/database tasks, including formatting, data entry, and records maintenance; generate service requests in the asset management system.
Execute clerical duties: word processing, typing, review, backup proofing, editing, reviewing email inbox items, preparing bulk mailings.
Support department administration: maintain calendars, schedule meetings, make travel arrangements, purchase office supplies, process and distribute mail.
Maintain departmental records and supplies such as employee and emergency phone lists and performance measures.
Assist emergency response: answer phones quickly, record details, provide appropriate information to callers.
Prepare meeting materials; take and transcribe minutes from departmental and committee meetings (not official city records).
Serve on internal committees as required.
Respond to routine customer service requests, questions, and complaints with a positive, respectful demeanor.
Act as a team member, assisting in goal development and contributing to team objectives.
Employee Responsibilities
Participate in the Emergency Management program, including planning, classes, training, exercises, and events as required.
Act ethically and honestly; apply ethical standards to daily work and interactions; build confidence in the City.
Maintain effective work relationships.
Adhere to all safety rules and perform work safely.
Deliver excellent customer service to diverse audiences.
Follow all City and Department policies.
Arrive to work, meetings, and functions on time; maintain regular job attendance.
Perform other duties as assigned.
Qualifications & Skills
Qualifying Education / Experience
High school diploma or equivalent.
Two years of related work experience or education involving office/business practices and procedures, basic bookkeeping, and recording financial transactions.
Certifications / Licenses
Possession or ability to obtain a valid driver’s license.
Knowledge / Skills / Abilities
Knowledge of business English, spelling, punctuation, grammar, basic math, and bookkeeping terms; operating office hardware and software (word processor, email, calendar, spreadsheet, database, etc.).
Skill in accurate clerical work: typing, word processing, filing, ten‑key operation, office equipment, effective customer service, communication, telephone skills, and problem‑solving.
Ability to accurately type and ten‑key, proofread and edit, maintain filing systems, resolve inquiries by phone, email, or in person, collaborate with coworkers, meet deadlines, prioritize tasks under time constraints, work independently, understand operational rules, and maintain confidentiality and discretion.
Commitment to sustainability and to promoting diversity, equity, and inclusion; not pose a direct threat to health or safety of individuals.
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