Administrative Specialist - Public Works

Position Summary

City of Corvallis Public Works
The goal of the Public Works Department is to support and enhance the quality of life for community members by delivering responsive and efficient services to all neighborhoods and to maintain reliable and cost-effective public works facilities and systems in a manner that emphasizes customer satisfaction and good stewardship of natural, fiscal, and staff resources.

About the Position
The Administrative Specialist in Public Works performs a variety of routine and moderately complex clerical, customer service and administrative support activities. The position accomplishes routine tasks independently and handles non-routine responsibilities with moderate amount of supervision/instruction. Responsibilities include telephone reception, in-person reception, sales and cash handling; payroll; accounts receivable; travel and training; courtesy parking and parking lottery; data entry for service requests and performance measures and daily mail processing.

Monday - Friday
7:30am - 4:30pm

Essential Duties

Duties include, but are not limited to the following:

• Assist walk-in customers, answer phones, screen calls, route calls and take messages. Perform various customer service duties such as responding to community member complaints according to City policy, responding to other department or agency requests, issuing parking permits, bulk water keys and temporary hydrant meters.
• Complete timesheet review in the payroll software system within set time limits and validate accuracy of payroll data entered. Identify discrepancies and follow up with supervisors for clarifications and corrections.
• Perform routine accounts receivable duties including calculating billings from billable work orders, temporary hydrant meter readings, bulk water sales, fuel system sales and a variety of annual leases. Process refunds. Complete data entry and validates data accuracy for accounts receivable. Run reports on delinquent accounts; print reports for internal and external customers.
• Initiate department travel training records. Verify expenses for registrations, lodging, meals and other incidentals. Complete travel training arrangements and route packets for approval. Reconcile receipts and reimbursements after travel training is completed.
• Maintain the courtesy permits program and quarterly employee parking lottery. Input parking permit information in the department database and verify data entry.
• Perform routine and non-routine spreadsheet/database functions including formatting, data entry and records maintenance. Generate service requests in the department computerized asset management system.
• Perform routine and non-routine clerical duties such as word processing/typing, clerical review. Assist other administrative staff and perform other related duties such as providing back up for proofing, editing and review of minutes, review and distribution of Public Works email inbox items and preparing bulk mailings.
• Perform departmental administrative support duties such as maintaining calendars, schedule meetings, and make travel arrangements. Purchase office supplies and equipment sustainably and efficiently. Receive, process and distribute incoming mail and materials; prepare outgoing mail; deliver processed mail to centralized mailroom on set daily schedule.
• Maintain departmental records, files, materials and supplies such as employee and emergency phone lists, and performance measures.
• Assist the department with emergency response efforts by answering phones quickly and efficiently, recording accurate information about the situation and providing an appropriate level of information to callers regarding the status of an event.
• Prepare meeting materials. Take and transcribe minutes from departmental meetings and committee meetings, where the minutes are not an official record of the City.
• Serve on internal committees when required.
• Assist other administrative staff and perform other related duties.
• Respond to routine customer service requests, questions and complaints. Maintain a positive customer service demeanor and deliver service in a respectful and patient manner.
• Perform as a member of a team, assisting with development of work group goals and objectives and contributing to the achievement of goals and objectives

It is the responsibility of all City of Corvallis employees to:

• Participate in the Emergency Management program including planning, classes, training sessions, exercises and emergency events as required.
• Act ethically and honestly; apply ethical standards of behavior to daily work activities and interactions. Build confidence in the City through own actions.
• Maintain effective work relationships.
• Conform with all safety rules and perform work in a safe manner.
• Deliver excellent customer service to diverse audiences.
• Adhere to all City and Department policies.
• Arrive to work, meetings, and other work-related functions on time and maintain regular job attendance.
• Perform other duties as assigned.

Qualifications and Skills

Qualifying Education / Experience

• High school diploma, or equivalent.
• Two years of related work experience or education in office/business practices and procedures including basic bookkeeping such as recording day-to-day financial transactions, purchases, sales, receipts and payments.

Certifications / Licenses

• Possession or ability to obtain a valid driver's license.

Knowledge / Skills / Abilities
Knowledge of: and proficient use of business English, spelling, punctuation, grammar, basic math, and basic bookkeeping terms and concepts; office and department specific computer hardware and software used by the position (word processor, e-mail, electronic calendar, spreadsheet, database, etc.).

Skill in: accurate clerical skills in typing/word processing, filing, ten key, and operating office equipment; effective customer service, communication and telephone skills; problem-solving.

Ability to: accurately type and ten-key by touch, proofread and edit; maintain manual and computerized filing and record-keeping systems; resolve public inquiries and complaints by telephone, e-mail and in person; get along with coworkers and the general public, and maintain effective working relationships; meet deadlines while prioritizing multiple duties and projects around set time constraints, perform routine duties independently, and to work with frequent interruptions; learn the Public Works service area citywide resources by the end of the probationary period; maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information; understand operational rules and general instructions; discern and apply procedures to situations as encountered within established guidelines.

In Addition: the employee shall not pose a direct threat to the health or safety of the individual or others in the workplace; have demonstrable commitment to sustainability; and have demonstrable commitment to promoting and enhancing diversity, equity and inclusion.

How to Apply

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.

Position is open until filled.
First review of applications will occur after 8:00 am on February 18, 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.*