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Finance Administrative Specialist, Senior

Finance Administrative Specialist, Senior

Government JobsEugene, OR, US
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Job Posting

This position is responsible for providing high-level administrative support to the Finance Section in the Finance & Administration Division of the Eugene Police Department. This position is part of a positive, highly productive, and detail-oriented team that enjoys providing exemplary customer service and support to staff and the community. This position performs a variety of related financial and clerical duties including customer service, word processing, accounts payable, accounts receivable, journal entries, data entry and support to department staff. The position is the initial point of contact for internal and external customers of the Finance unit.

Application Deadline : Sunday, July 27, 2025, at 5 p.m. P.T. Accepting Online Applications Only Information on How to Apply Classification : Administrative Specialist, Senior Salary : $27.46 - $34.21 hourly / $57,116.80 - $71,156.80 annually The City of Eugene determines starting pay within the range based on relevant education and experience as provided by the applicant in their application materials. This process is consistent with the Oregon Equal Pay Act (OEPA) .

Department, Division : Police, Finance & Administration Division Union Representation : American Federation of State, County and Municipal Employees (AFSCME) Work Location : Eugene Police Department, 300 Country Club Road, Eugene, OR 97401 Must reside in the State of Oregon and be able to report onsite in Eugene, Oregon for work to meet business needs. Schedule : Monday - Friday, 8 : 00 a.m. 5 : 00 p.m. with occasional weekends and evenings per business need. The City of Eugene offers robust and competitive benefits. For more information, select the Benefits Tab, or view benefits summaries as well as see information about all employee benefits .

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

  • Accounting / Finance :

Processes accounts payable and receivable; processes payment requests, reimbursements, and travel / training packets; reconciles procurement cards; enters information into financial systems; monitors and tracks financial processes and payments; processes purchase orders and requisitions; assigns appropriate codes to transactions; may assist with budget preparation and monitoring.

  • Sets up and maintains computerized files to track data and / or equipment which may include spreadsheet tabulations and calculations and modifying criteria for queries to extract data. Maintenance of complex computerized record keeping systems. Maintenance of records and documentation.
  • Coordinates, compiles, and evaluates data from a variety of sources to create regular and specialized financial reports; searches files and records for information; decides on effective layout of data; coordinates the updating of manuals and documents; obtains information from others as necessary to complete assignments; maintains follow-up system on reports requiring action on a periodic basis.
  • Serves as petty cash co-custodian; processes miscellaneous cash transactions; processes bank deposits.
  • Regular updates of desk manual and procedures. Assessment and development of best practices, internal controls, and procedures.
  • Financial projects and other duties as assigned.
  • Clerical / Staff support :

    • 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 boards and / or committees; 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.
  • Assists with the design, implementation, monitoring and maintenance of program processes, procedures, program-related events, and systems; develops and evaluates clerical or administrative processes.
  • Coordinates, compiles, and evaluates data from a variety of sources to create and maintain regular and specialized reports; searches files and records for information; decides on effective layout of data; coordinates the updating of manuals and documents; obtains information from others as necessary to complete assignments; maintains follow-up system on reports requiring action on a periodic basis.
  • Acts as liaison and supports division staff with internal and external phone needs and Information System needs.
  • Assists with developing and / or coordinating the processing of forms required for program area functions.
  • Sorts and distributes mail; may coordinate materials for large mailings; prepares and distributes materials.
  • Provides backup support for other department admins during absences, as assigned.
  • Other duties as assigned.
  • Payroll Support :

    • Provides support to payroll program coordinator in the review of timesheet exceptions, combo code mismatches; communication with employees and supervisors for timesheet approvals and questions; and entry of employee information into Human Capital Management system including but not limited to merits, probations, resignations, and promotions.

  • Other duties as assigned.
  • Performs related and other duties as assigned.

    • To view detailed information on the duties, knowledge, and abilities that may be expected for this position, please see the classification : Senior Administrative Specialist

    Qualifications

    Minimum Qualifications

    Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes with relevant transferable skills from a variety of sources and experiences. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

    When screening your application, the City will consider an equivalent combination of relevant education and experience which provides the applicant with the knowledge, skills, and abilities required to meet minimum qualifications for this position.

    Experience

    Three years of increasingly responsible and skilled experience in providing clerical and administrative support duties; specific program knowledge including PeopleSoft Financials and Human Capital Management is desirable.

    Education

    High school diploma or G.E.D. equivalent. Post secondary course work in business, office assistant or administrative assistant areas desirable. Course work in bookkeeping may be required for specific positions.

    Background

    Must pass a Police Background Investigation.

    The ideal candidate will have the following knowledge, skills, and abilities

  • A variety of office procedures, methods, and best practices. Effective customer service standards. Business English, grammar, spelling, usage, and punctuation; strong editing and proofreading skills.
  • Word processing, spreadsheet programs or other application software including but not limited to Microsoft Word, Outlook, SharePoint, PowerPoint, and Excel.
  • Knowledge / experience with PeopleSoft Financial Management and Human Capital Management Software
  • Effective phone practices and communication protocols. Policies and practices related to processing payroll information and personnel actions.
  • Standard bookkeeping practices to include applying public purchasing regulations and policies and financial record keeping processes
  • Perform and prioritize a wide variety of general administrative support duties. Communicate effectively, both verbally and in writing.
  • Provide customer service with courtesy and tactfulness.
  • Read, understand, apply and effectively explain a variety of City, department, and / or program policies and procedures to various contexts and situations.
  • Use independent judgment in making decisions and handle confidential information with tact and discretion.
  • Provide effective lead direction if required, coach others.

    • Supplemental Information

    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. Marijuana use is evaluated consistent with current state law regulations. PLEASE NOTE : Once the posting closes, the process can take 8-10 weeks to complete.

    Diversity, Equity, and Inclusion The City of Eugene is committed to a respectful work environment. We value the cultural, educational, and life experiences of each employee. We believe that a diverse workforce enables us to deliver culturally responsive services to all members of our community. As part of our commitment to diversity, equity, and inclusion we desire to welcome, respect, and create a sense of belonging for a wide range of identities and experiences in our workforce. Women, people with disabilities, and persons of color are strongly encouraged to apply. The City of Eugene complies with the Americans with Disabilities Act of 199

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    Administrative Specialist • Eugene, OR, US