Senior Administrative Specialist - Corvallis, OR

JOB · Perform a wide variety of routine and complex clerical, customer service, and administrative activities in alignment with established City policies and practices to assist and support department staff, police related committees and boards, and the public. Exercise knowledge ...

Job description

JOB

Perform a wide variety of routine and complex clerical, customer service, and administrative activities in alignment with established City policies and practices to assist and support department staff, police related committees and boards, and the public. Exercise knowledgeable, independent judgment on routine and non-routine matters. These tasks are illustrative only and may include other related duties. Full-time, 40 hours per weekAFSCME represented position12-month probationary periodMust meet all qualifications and requirements as listed in the position descriptionCover letter required with applicationProposed Recruitment Timeline February 18, 2026Recruitment OpensMarch 4, 2026 @ 5pmFirst Review of CandidatesMarch 17-18, 2026Oral boardsMarch/April 2026BackgroundAnticipated Appointment April 16, 2026

EXAMPLE OF DUTIES

Performs advanced administrative support to the Chief of Police, Captains, and other Department managers. Point of contact for management scheduling, arranging appointments and calls, and serves as a departmental point of contact for internal and external customers. Performs routine accounting and data entry duties such as processing accounts payable, invoices, purchase orders, time sheets, and payroll. Supports department staff by preparation, tracking, and reconciling travel and training-related forms and payments. May also perform non-routine duties such as reconcile spreadsheets, prepare correcting journal entries, and assist others with corrections.Performs data entry for Accounts Receivable (AR) accounts, prepare, and/or send out invoices, and manages documentation for accounts through the AR collections process for False Alarm billing, Alarm Permits, and Second Response notices.Supports recruitments, including reviewing applicants, scheduling, preparing materials, administering testing, and coordination of interviews. Coordinates pre-employment testing process including background materials and scheduling. Processing personnel action forms for new and current employees.Composes documents, letters, memoranda, or notices from brief instructions or through own initiative and performs advanced word processing. Composes legal, technical, and/or confidential documents. Supports staff by proofreading, editing, and assuring documents meeting format requirements.Creates, maintains, and manages department records, files, materials, and supplies. Ensures proper operation of office equipment including preventive maintenance, arranging for repairs, and maintaining consumable equipment inventories.Maintains confidential internal investigative and employee records for the Police Department including, but not limited to, internal affairs, complaints, crashes, personnel actions, performance appraisals, disciplinary action and other confidential records.Organizes and staffs Police boards and forums, including scheduling and taking minutes at official public meetings. Provides 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. Prepares advisory group packets, agendas, and staff reports, and maintains current membership of advisory boards. Maintains public archives for advisory board-related materials.Provides support for contracts, tracks renewal dates, acts as liaison to contractors, receives and compiles bid information, processes contract payments, prepares contracts following City contract specifications and City purchasing procedures.Creates, maintains, and updates department web pages. Monitors department web pages for outdated information, requests updated information from appropriate department contacts, formats and posts data.Develops and provides training for department-specific software applications and serves as a resource for those applications unique to the position. Acts as a departmental resource for questions on word processing, spreadsheet applications, and office automation suite.Trains and reviews work of other administrative support employees, may act as leadworker over projects. Trains and schedules administrative casual support employees and volunteers. This position does not perform supervisory duties.Assists in annual budget development, cash flow projections, monthly monitoring, or reporting. May compile budget information provided by others, enters into spreadsheets or perform data entry.Represents the department on interdepartmental committees when required.Assists other administrative, casual, and volunteer staff and performs other related duties including those of any classification below Senior Administrative Specialist.Conforms with all safety rules and performs work is a safe manner.Acts ethically and honestly; applies ethical standards of behavior to daily work activities and interactions. Builds confidence in the City through own actions.Delivers excellent customer service to diverse audiences and maintains effective work relationships. Responds to routine customer services requests, questions, and complaints. Maintains a positive customer services demeanor and delivers service in a respectful and patient manner.Maintains effective work relationships. Performs as a member of a team, assisting with development of work group goals and objectives, and contributes to the achievement of established goals and objectives.Adheres with all City, Department, and Administrative policies. Performs work in accordance with established department procedures.Arrives to work, meetings, and other work-related functions on time and maintains regular job attendance.

SUPPLEMENTAL INFORMATION

Qualified applicants must submit an online application located on the City of Corvallis website (click on "Apply" above). Resumes will not be accepted in lieu of a completed online application. Incomplete applications will not be accepted/considered.Cover Letter is required with applicationPosition is open until filled. First review of applications will occur after 5:00 pm on March 4, 2026*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.*