City of Corvallis, OR
Senior Administrative Specialist - Parks & Recreation
City of Corvallis, OR, Corvallis, Oregon, United States, 97333
Salary:
$26.38 - $33.51 Hourly Location :
City of Corvallis, OR Job Type:
Full time regular employee Job Number:
01354 Department:
Parks and Recreation Opening Date:
08/11/2025
Position Summary
The
Senior Administrative Specialist performs a wide variety of complex clerical, customer service, and administrative activities to assist and support the Community Center, its staff, and the public. Key areas of responsibility include more than $75k in annual rentals, fitness & wellness memberships and Coffee Leaf Café oversight. This position supports the Front Desk Senior Admin. Specialist as well as the rest of the C3 Leadership team with administrative support, including complex projects and documents. Effective communication and team building skills are key to success in this position. Must 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 week AFSCME-represented positions 12-month probationary period Applications must be received by 8:00 am on Friday August 29, 2025, to be considered with the first review Essential Functions
May perform routine accounting and financial duties including preparation of purchase orders, vendor set-ups, payment of invoices, and petty cash reimbursements and reconciliation. May also prepare correcting journal entries and assist others with corrections.
Prepares individual and department deposits. May serve as bookkeeper for Accounts Receivable (AR) accounts, prepare, and/or send out invoices, and manage documentation for accounts thru the AR collections process. May process and deliver departmental materials to multiple facilities on a set daily schedule.
Facilitates payroll process for the Department. Performs data entry of timesheets and payroll edit verification. Processes personnel action forms. May act as departmental resource to staff for timesheet processing.
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.
Facilitates records retention guidelines for the Department. May create, maintain, and manage department records and filing systems. Assures files are archived and disposed of properly, per records retention guidelines, and performs network directory housekeeping.
May be responsible for special projects including driver authorization, fuel card assignments, equipment check-out, and/or parking permits. Enters and updates information, runs reports, validates data accuracy, reports discrepancies, and maintains databases or spreadsheets. Reviews for compliance with related policy and procedures.
Facilitates casual recruitments, including scheduling, preparing materials, interviewing and recommending hire. Trains and schedules casual employees and volunteers. Provides input on staff and volunteer evaluations. May act as leadworker over projects; leads and directs the work of casual staff and volunteers, coordinates work, assigns tasks, and reviews the work of casual staff and/or volunteers.
Leads and facilitates front desk or customer service operations. Assists walk-in customers, registers participants, answers phones, routes calls, takes messages, screens calls, and sends or responds to e-mail for others. Performs various customer service duties such as responding to community member complaints, agency requests, and issues permits. Guides customers to classrooms or meetings on-site.
Performs facility opening and closing procedures as defined for each facility. Performs daily and weekly check list such as internal and external safety, security, and cleanliness checks and updates community and employee notices and information boards.
Administers facility rental program. Reserves and rents facility spaces, reserves and rents equipment and issues permits for Parks and Recreation programs and services. Meets with facility rental clients, provides on-site tours, and completes complex facility rental agreements.
Administers the Parks and Recreation Scholarship Program application process. Approves Scholarship applications.
Researches and coordinates travel and training arrangements. May act as a departmental resource for travel-related procedures. Supports department staff by preparation, tracking, and reconciling travel and training-related forms and payments.
Purchases office supplies and equipment. Ensures operation of equipment including preventive maintenance, arranging for repairs, and maintaining consumable equipment inventories.
Monitors inventory and budget within areas of responsibility. Provides input during budget development within areas of responsibility.
Serves as a system matter expert for Operations Management Software, responsible for account set-up, training, and first-line trouble-shooting and technical support. Develops procedures and documentation for software applications. Provides training and serves as a resource for those applications. Acts as a departmental resource for word processing, spreadsheet applications, and other software.
Develops procedures for all operations in area of responsibility. Ensures consistency and accountability by creating written documentation for all procedures and training.
Monitors department, division or facility web pages for outdated information, requests updated information from appropriate department contacts and updates content as needed.
Prepares advisory board packets, agendas, and staff reports and maintains current membership of advisory boards. Maintains public archives for advisory board related materials. Coordinates arrangements for public processes, schedules public meetings, and prepares public notices. May take and transcribe or arrange for public hearing, public meeting, or negotiation minutes that are an official public record of the City. Post and maintain City calendar as related to P&R responsibilities.
Facilitates and administers the acquisition, training, and tracking of Oregon Liquor Control Commission, Food Handlers, Blood Borne Pathogens, CPR/AED/First Aid and other relevant certifications for employees and volunteers.
Facilitates the contract process and guide compliance with City procurement procedures for the Department. Prepares, edits, reviews, monitors and may act as a subject matter expert for contracts. Receives and compiles bid information, processes contract payments, prepares contracts following City contract specifications and City procurement procedures.
May provide support for Capital Improvement Projects and grant applications. This includes preparation of correspondence; routing, tracking, and proofing of related documents and responses; coordinating and tracking processes and deadlines; uploading grant and budget information into online portals; and preparation of final documents and/or related City Council resolutions.
Assists in annual budget development, cash flow projections, cost recovery, monthly monitoring, and reporting. May compile budget information provided by others, enters into spreadsheets or perform data entry.
Assists with department/division publication distribution.
Serves on internal committees and may represent department on interdepartmental committees.
Provides program and class support including space set-up/restore for both indoor and outdoor events. May perform light janitorial duties such as sweeping, vacuuming, cleaning tables, chairs, and counters, and trash pick-up. Cleans areas around reception, in the lobby, lounge, entrance, and class rooms.
May participate at a variety of locations or activities promoting the City or Department activities and functions to the public. Acting as a resource to the public to deliver excellent customer service and respond to requests for information or service.
Assists other administrative, casual, and volunteer staff and performs other related duties including those of any classification below Senior Administrative Specialist.
Acts ethically and honestly; applies ethical standards of behavior to daily work activities and interactions. Builds confidence in the City through own actions.
Conforms with all safety rules and performs work is a safe manner.
Delivers excellent customer service to diverse audiences.
Maintains effective work relationships.
Adheres to all City and Department policies.
Arrives to work, meetings, and other work-related functions on time and maintains regular job attendance. Qualifications and Skills
Education and Experience High school diploma or equivalent.
Three years of related work experience or education in office/business practices and procedures including accounting and/or budgeting.
Knowledge, Skills and Abilities Accurate clerical skills in typing/word processing, filing, ten key, and operating office equipment.
Ability to type by touch, proofread, and edit.
Ability to maintain manual and computerized filing and record-keeping systems.
Proficient use of business English, spelling, punctuation, grammar, math, and advanced bookkeeping terms and concepts.
Ability to use a computer for extended periods of time to perform the essential functions of the position.
Demonstrated knowledge of or ability to learn office and department specific computer hardware and software used by position (operations management software, word processor, e-mail, electronic calendar, spreadsheet, etc.).
Ability to coordinate, assign, train and review the work of others.
Effective interpersonal, communication, in-person, video conferencing and telephone skills.
Ability to act independently under general guidelines.
Ability to get along with coworkers and the general public, and maintain effective working relationships.
Ability to maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information.
Ability to perform in emergency situations and in a busy environment.
Special Requirements Ability to pass a pre-employment background and/or criminal history check.
Oregon Liquor Control Commission service permit and Oregon food handler card, First Aid and CPR/AED card may be required depending on assignment.
Possession or ability to obtain and maintain a valid Oregon Driver's License may be required depending on assignment.
Demonstrable commitment to sustainability.
Demonstrable commitment to promoting and enhancing equity, diversity and inclusion.
The individual shall not pose a direct threat to the health or safety of the individual or others in the workplace. How to Apply Qualified applicants must submit an online application located on the (click on "Apply" above).
Position is open until filled.
Applications must be received by 8:00 AM on Friday August 29, 2025, to be considered with the first review.
Cover Letter and resume are encouraged to be included with application ; however,
resumes will not be accepted in lieu of a completed online application.
Incomplete applications will not be accepted/considered.
An Affirmative Action/Equal Opportunity Employer in Compliance with ADA. The City of Corvallis offers a comprehensive benefits package to employees and eligible dependents.
This position is represented by the 01
Describe your experience managing calendars, reservations, or scheduling for a facility or program. 02
Our community center often serves diverse groups. What steps would you take to ensure inclusive and welcoming service? 03
Our team values collaboration and creativity in serving the community. What motivates you in a public service environment? 04
Describe a time you handled a challenging customer or community member. What was the outcome? Required Question
$26.38 - $33.51 Hourly Location :
City of Corvallis, OR Job Type:
Full time regular employee Job Number:
01354 Department:
Parks and Recreation Opening Date:
08/11/2025
Position Summary
The
Senior Administrative Specialist performs a wide variety of complex clerical, customer service, and administrative activities to assist and support the Community Center, its staff, and the public. Key areas of responsibility include more than $75k in annual rentals, fitness & wellness memberships and Coffee Leaf Café oversight. This position supports the Front Desk Senior Admin. Specialist as well as the rest of the C3 Leadership team with administrative support, including complex projects and documents. Effective communication and team building skills are key to success in this position. Must 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 week AFSCME-represented positions 12-month probationary period Applications must be received by 8:00 am on Friday August 29, 2025, to be considered with the first review Essential Functions
May perform routine accounting and financial duties including preparation of purchase orders, vendor set-ups, payment of invoices, and petty cash reimbursements and reconciliation. May also prepare correcting journal entries and assist others with corrections.
Prepares individual and department deposits. May serve as bookkeeper for Accounts Receivable (AR) accounts, prepare, and/or send out invoices, and manage documentation for accounts thru the AR collections process. May process and deliver departmental materials to multiple facilities on a set daily schedule.
Facilitates payroll process for the Department. Performs data entry of timesheets and payroll edit verification. Processes personnel action forms. May act as departmental resource to staff for timesheet processing.
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.
Facilitates records retention guidelines for the Department. May create, maintain, and manage department records and filing systems. Assures files are archived and disposed of properly, per records retention guidelines, and performs network directory housekeeping.
May be responsible for special projects including driver authorization, fuel card assignments, equipment check-out, and/or parking permits. Enters and updates information, runs reports, validates data accuracy, reports discrepancies, and maintains databases or spreadsheets. Reviews for compliance with related policy and procedures.
Facilitates casual recruitments, including scheduling, preparing materials, interviewing and recommending hire. Trains and schedules casual employees and volunteers. Provides input on staff and volunteer evaluations. May act as leadworker over projects; leads and directs the work of casual staff and volunteers, coordinates work, assigns tasks, and reviews the work of casual staff and/or volunteers.
Leads and facilitates front desk or customer service operations. Assists walk-in customers, registers participants, answers phones, routes calls, takes messages, screens calls, and sends or responds to e-mail for others. Performs various customer service duties such as responding to community member complaints, agency requests, and issues permits. Guides customers to classrooms or meetings on-site.
Performs facility opening and closing procedures as defined for each facility. Performs daily and weekly check list such as internal and external safety, security, and cleanliness checks and updates community and employee notices and information boards.
Administers facility rental program. Reserves and rents facility spaces, reserves and rents equipment and issues permits for Parks and Recreation programs and services. Meets with facility rental clients, provides on-site tours, and completes complex facility rental agreements.
Administers the Parks and Recreation Scholarship Program application process. Approves Scholarship applications.
Researches and coordinates travel and training arrangements. May act as a departmental resource for travel-related procedures. Supports department staff by preparation, tracking, and reconciling travel and training-related forms and payments.
Purchases office supplies and equipment. Ensures operation of equipment including preventive maintenance, arranging for repairs, and maintaining consumable equipment inventories.
Monitors inventory and budget within areas of responsibility. Provides input during budget development within areas of responsibility.
Serves as a system matter expert for Operations Management Software, responsible for account set-up, training, and first-line trouble-shooting and technical support. Develops procedures and documentation for software applications. Provides training and serves as a resource for those applications. Acts as a departmental resource for word processing, spreadsheet applications, and other software.
Develops procedures for all operations in area of responsibility. Ensures consistency and accountability by creating written documentation for all procedures and training.
Monitors department, division or facility web pages for outdated information, requests updated information from appropriate department contacts and updates content as needed.
Prepares advisory board packets, agendas, and staff reports and maintains current membership of advisory boards. Maintains public archives for advisory board related materials. Coordinates arrangements for public processes, schedules public meetings, and prepares public notices. May take and transcribe or arrange for public hearing, public meeting, or negotiation minutes that are an official public record of the City. Post and maintain City calendar as related to P&R responsibilities.
Facilitates and administers the acquisition, training, and tracking of Oregon Liquor Control Commission, Food Handlers, Blood Borne Pathogens, CPR/AED/First Aid and other relevant certifications for employees and volunteers.
Facilitates the contract process and guide compliance with City procurement procedures for the Department. Prepares, edits, reviews, monitors and may act as a subject matter expert for contracts. Receives and compiles bid information, processes contract payments, prepares contracts following City contract specifications and City procurement procedures.
May provide support for Capital Improvement Projects and grant applications. This includes preparation of correspondence; routing, tracking, and proofing of related documents and responses; coordinating and tracking processes and deadlines; uploading grant and budget information into online portals; and preparation of final documents and/or related City Council resolutions.
Assists in annual budget development, cash flow projections, cost recovery, monthly monitoring, and reporting. May compile budget information provided by others, enters into spreadsheets or perform data entry.
Assists with department/division publication distribution.
Serves on internal committees and may represent department on interdepartmental committees.
Provides program and class support including space set-up/restore for both indoor and outdoor events. May perform light janitorial duties such as sweeping, vacuuming, cleaning tables, chairs, and counters, and trash pick-up. Cleans areas around reception, in the lobby, lounge, entrance, and class rooms.
May participate at a variety of locations or activities promoting the City or Department activities and functions to the public. Acting as a resource to the public to deliver excellent customer service and respond to requests for information or service.
Assists other administrative, casual, and volunteer staff and performs other related duties including those of any classification below Senior Administrative Specialist.
Acts ethically and honestly; applies ethical standards of behavior to daily work activities and interactions. Builds confidence in the City through own actions.
Conforms with all safety rules and performs work is a safe manner.
Delivers excellent customer service to diverse audiences.
Maintains effective work relationships.
Adheres to all City and Department policies.
Arrives to work, meetings, and other work-related functions on time and maintains regular job attendance. Qualifications and Skills
Education and Experience High school diploma or equivalent.
Three years of related work experience or education in office/business practices and procedures including accounting and/or budgeting.
Knowledge, Skills and Abilities Accurate clerical skills in typing/word processing, filing, ten key, and operating office equipment.
Ability to type by touch, proofread, and edit.
Ability to maintain manual and computerized filing and record-keeping systems.
Proficient use of business English, spelling, punctuation, grammar, math, and advanced bookkeeping terms and concepts.
Ability to use a computer for extended periods of time to perform the essential functions of the position.
Demonstrated knowledge of or ability to learn office and department specific computer hardware and software used by position (operations management software, word processor, e-mail, electronic calendar, spreadsheet, etc.).
Ability to coordinate, assign, train and review the work of others.
Effective interpersonal, communication, in-person, video conferencing and telephone skills.
Ability to act independently under general guidelines.
Ability to get along with coworkers and the general public, and maintain effective working relationships.
Ability to maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information.
Ability to perform in emergency situations and in a busy environment.
Special Requirements Ability to pass a pre-employment background and/or criminal history check.
Oregon Liquor Control Commission service permit and Oregon food handler card, First Aid and CPR/AED card may be required depending on assignment.
Possession or ability to obtain and maintain a valid Oregon Driver's License may be required depending on assignment.
Demonstrable commitment to sustainability.
Demonstrable commitment to promoting and enhancing equity, diversity and inclusion.
The individual shall not pose a direct threat to the health or safety of the individual or others in the workplace. How to Apply Qualified applicants must submit an online application located on the (click on "Apply" above).
Position is open until filled.
Applications must be received by 8:00 AM on Friday August 29, 2025, to be considered with the first review.
Cover Letter and resume are encouraged to be included with application ; however,
resumes will not be accepted in lieu of a completed online application.
Incomplete applications will not be accepted/considered.
An Affirmative Action/Equal Opportunity Employer in Compliance with ADA. The City of Corvallis offers a comprehensive benefits package to employees and eligible dependents.
This position is represented by the 01
Describe your experience managing calendars, reservations, or scheduling for a facility or program. 02
Our community center often serves diverse groups. What steps would you take to ensure inclusive and welcoming service? 03
Our team values collaboration and creativity in serving the community. What motivates you in a public service environment? 04
Describe a time you handled a challenging customer or community member. What was the outcome? Required Question