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Volunteers in Policing Assistant

at City of Eugene

Pay: $19.82 to $24.64/hour
$19.82 - $24.64
Posted: 10/2/2019
Job Status: Full Time
Job Reference #: 2503924

Job Description

Overall Job Objective

General Statement of Duties


Would you like a career supporting amazing people who are making our community safer and better?  Do you enjoy working in a support position, using your clerical skills to assist others?  Do you have excellent attention to detail as well as strong writing skills, computer capabilities and interpersonal skills?
 
The ideal candidate for this position is someone who thrives in creating and maintaining an organizational system and enjoys checking many items off of a "To Do" list each day.  This position is perfect for someone who enjoys having the opportunity to greet and interact with people while concurrently being able to focus on tasks and complete a wide variety of duties.    
 
If this describes you, we need you as the Senior Administrative Specialist for the Eugene Police Department's Volunteers in Policing (VIP) Program!  Volunteers serve in nearly every unit in the department and currently range in age from 20 to 89. In 2018, 83 volunteers contributed over 15,600 hours of service.  As the Senior Administrative Specialist, you will be responsible for providing high-level administrative assistance for this program. This position performs a variety of clerical responsibilities and assists the VIP Program Manager in the day-to-day duties for the program.
 
Work Schedule: 8:00 a.m. – 5:00 p.m., Monday - Friday
 
Department/Division: Eugene Police Department/Operations Support
 
Work Location: Eugene Police Headquarters, 300 Country Club Rd., Eugene, OR
 
Application Deadline: Open until filled;

To have your application included in the first review of applications, please submit your application by Wednesday, September 4, 2019, 5pm

 
Online Applications Only
 
MUST PASS A CRIMINAL RECORDS CHECK.
 

Examples of Duties Performed - Duties may include but are not limited to the following

  • Performs a wide variety of administrative and clerical duties in support of the Volunteers in Policing Program.
  • Accesses a volunteer management database; enters and retrieves information; uploads scanned documents, reviews and enters monthly volunteer time sheets.
  • Prepares correspondence; writes volunteer nomination documents, selects, compiles, and evaluates materials and information; proofreads and edits documents for accuracy, spelling, and punctuation; ensures the inclusion of all pertinent information.
  • Documents and monitors volunteer shift vacancies, alerts team members of upcoming shift openings, schedules shifts, makes notifications of shift cancelations.
  • Schedules and tracks meetings; reserves conference rooms and vehicles; makes travel arrangements; coordinates, schedules and arranges specific department services with staff members, departments or agencies; tracks activities and deadlines.
  • Provides clerical and administrative support to volunteer teams; prepares agendas and supporting materials; takes, transcribes and distributes minutes; prepares and distributes final minutes and reports; compiles and gathers data and information as required.
  • Supports other areas of the department with administrative and clerical needs.
  • Maintains computerized files to track data which may include spreadsheet tabulations and calculations, and modifying criteria for queries to extract data. Develops and maintains complex manual and computerized recordkeeping systems.
  • Serves as telephone coordinator for the program area.
  • Processes accounts payable and receivable; enters information into financial systems; monitors and tracks financial processes and payments; processes purchase orders and requisitions; assigns appropriate codes to transactions.
  • Sorts and distributes mail; may coordinate materials for large mailings; prepares and distributes materials.
  • Orders office supplies.
  
For additional information about the job duties and qualifications for this role, please see the
Senior Administrative Specialist classification description.

Qualifications

Experience:
Three years of increasingly responsible and skilled experience in providing clerical and administrative support.
 
Training:
High school diploma or G.E.D. equivalent. Post-secondary course work in office assistant or administrative assistant areas desirable.
 
License or Certificate:
Valid Oregon driver's license, or ability to obtain by date of hire; must pass driving records check and, if hired, maintain a driving record that meets the City's standard. Oregon law requires that an  out-of-state  license  holder  must  obtain  a  valid  Oregon  license  (with appropriate endorsements) within 30 days of becoming domiciled in the state (ORS 803.355).

Supplemental Information

Working Conditions
Work in this class is done generally in an office environment. Required to sit, keyboard, listen or speak for extended periods. May be required to crawl under desks and work stations and lift computer equipment, frequently up to 30 pounds and occasionally up to 60 pounds. Work includes operating a variety of office equipment. Occasional work outside of normal working hours. Occasional weekend, or holiday work. Occasional operation of a motor vehicle on public roads.
 
Selection Process
Applicants are screened based upon their relevant knowledge, abilities, skills, experience, and training. The selection process varies according to the position and can include such things as screening of supplemental questionnaires, written or skill tests, ability or fitness tests, interviews, and assessment processes. In addition, background investigations and records checks may be required. Some positions also require applicants to have a psychological evaluation and/or physical examination and a drug test prior to employment.
 
DUE TO THE VOLUME OF APPLICATIONS RECEIVED BY THE CITY, GENERALLY, ONLY APPLICANTS SELECTED FOR FURTHER CONSIDERATION (TESTING, INTERVIEWS) WILL BE CONTACTED.
 
Current information about the status of a job posting is available by going to www.eugene-or.gov/jobs and selecting "Check the Status of recently posted positions".
 
The City of Eugene complies with the Americans with Disabilities Act of 1990. Any applicant
with a qualified disability under the Americans with Disabilities Act may request accommodation by contacting an employment coordinator at (541) 682-5061.
 
In compliance with the Immigration Reform and Control Act of 1986, the City of Eugene will request all eligible candidates who accept employment with the City to provide documentation to prove they are eligible for employment in the United States.
 
The City of Eugene is committed to a work environment which values the cultural, educational, and life experiences of each employee. We believe that a diverse workforce enables us to deliver culturally competent service to all members of our community. As part of our commitment to diversity, the City continues to be an affirmative action/equal opportunity employer. Women, people with disabilities, and persons of color are strongly encouraged to apply.
 
City of Eugene, Human Resources * 940 Willamette St, Suite 200 * Eugene * OR * 97401 * (541) 682-5061 * http://agency.governmentjobs.com/eugene/default.cfm

Note: The normal starting salary is the first step shown on the posting. Other placement in the salary range may be considered depending on qualifications and experience.  Periodic advancement through the salary range is dependent upon merit.  The City provides a full range of benefits, including holidays, vacation, sick leave, retirement benefit, and life insurance.  Health, dental, and vision benefits are available.