administrative and program specialist

City of Eugene, OR

<div><div><div><h2 class="jobSectionHeader"><b>General Statement of Duties</b></h2></div>
<p></p><div><p>The Community Development Division is seeking a positive, productive individual to provide administrative support across the division as part of a flexible, dynamic, and collaborative team. The full-time, limited duration position involves a variety of complex and specialized clerical duties involving administrative support activities, which require independent judgment and discretion, an understanding of specific departmental or program policies, procedures, and processes, and considerable customer service skills.</p><p>
This position is part of the Planning &amp; Development Department and works as part of the Community Development Division. This position reports directly to the Community Development Division's Finance Manager.</p><p></p><p><b><br>
Application Deadline: Monday, March 9, 2026, at 5 p.m. P.T.</b><br>
 Accepting Online Applications Only</p><p>
Information on How to Apply</p><p></p><p><b><br>
Classification:</b> Sr. Administrative Specialist</p><p><b>
Salary: </b>$ 27.46 - $34.21 hourly / $57,116.80 - $71,156.80 annually</p><p>
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).</p><p><b>
Department, Division: </b>Planning and Development, Community Development</p><p><b>
Union Representation:</b> American Federation of State, County and Municipal Employees (AFSCME)</p><p><b>
Work Location:</b> Atrium Building, 99 W. 10th Ave., Eugene</p><p><b>
Schedule:</b> Monday - Friday, 8:00 a.m. &ndash; 5:00 p.m. with the flexibility per business need</p><p><b>
Benefits:</b> 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.</p><p><b>
Bilingual Pay Benefit</b><b>:</b> This position qualifies for up to an additional 5% of base salary for bilingual pay. Please see &ldquo;Supplemental Information&rdquo; at the end of the posting for more information.</p><p><b>
: </b>Information about living in Eugene, how the City of Eugene operates, and more can be found on our website.</p><p><b>
About Limited Duration Position</b></p><ul><li><b>
This Limited Duration position could last up to 12 months per business need.</b></li><li>
If you are a current Limited Duration employee, you will not have rights back to your Limited Duration position.</li><li>
Employees hired into Limited Duration positions will be members of the AFSCME bargaining unit and covered by the contract except for items outlined below:</li><li>
Limited Duration employees are at-will and do not have a probationary period; they accrue no seniority, have no bumping or layoff provisions, and have no discipline or discharge rights.
</li></ul></div><p></p><div><h2 class="jobSectionHeader"><b>Examples of Duties Performed - Duties may include but are not limited to the following</b></h2></div>
<p></p><div><ul><li><b>General.</b> Performs a wide variety of administrative and clerical duties in support of the Community Development division.</li><li><b>
Money.</b> Performs data entry into financial systems; routes invoices for payment approval; monitors and tracks financial processes and payments; receives on Purchase Orders; picks up checks from finance, as needed. Process turnovers and deposits checks.</li><li><b>
Signatures.</b> Routes documents for signatures, council packets, and interdepartmental communications. Coordinates in-person, notarized signatures.</li><li><b>
Forms.</b> Assists with developing and/or coordinating the processing of forms, notices, orders or materials required for program area functions. Processes a variety of forms that require the application of various departmental or program policies and procedures.</li><li><b>
Mail.</b> Coordinates mail and other deliveries for the division with City and Department processes. Prepares mailings for interdepartmental and external recipients; coordinates materials for large mailings; prepares and distributes materials. (These duties, and others such as picking up checks, typically require the Sr. Administrative Specialist to be in physically in the office on a weekly basis, regardless of any flexible work arrangements for the remainder of the work schedule.)</li><li><b>
Meetings.</b> Schedules, tracks, and sets up appointments and meetings, coordinates and hosts virtual meetings (MS Teams or Zoom), reserves conference rooms and vehicles, and makes travel arrangements as instructed; provides logistical support to staff by monitoring staff location and calendars. Works with Division leadership to schedule and support Community Development staff meetings and events. Tracks activities and deadlines for projects.</li><li><b>
Public Meetings.</b> Provides clerical and administrative support to various City boards, committees and panels; schedules and coordinates meeting times, venues, and food; prepares agendas and supporting materials; takes, transcribes and distributes minutes according to City standards; reviews drafts of minutes for accuracy and clarity prior to final processing; prepares and distributes final minutes and reports; compiles and gathers data and information as required.</li><li><b>
Records and Retention.</b> Develops and maintains complex manual and computerized retention and record keeping systems for a variety of department programs records; handles document control; scans and maintains manual and electronic filing systems; researches files and records for information; archives documents; Indexes, catalogs, scans, and files program and applies retention guidelines to purge records.</li><li><b>
Writing.</b> Prepares correspondence and other written materials; selects, compiles, and evaluates materials and information; proofreads and edits documents for accuracy, spelling, and punctuation; ensures the inclusion of all pertinent information. Updates divisions website content.</li><li><b>
Travel/Training.</b> Assists staff with travel &amp; training reservations, accommodations for transportation, registration, and hotel.</li><li><b>
Data.</b> Performs data entry and retrieves and tracks data from computerized systems; maintains spreadsheets for routine tasks, division information and program/project functions.</li><li><b>
Phone.</b> Provides assistance to the public and other employees by telephone and in person; answers telephone calls, explains complex processes and requirements; interprets and applies program information to a variety of situations and the processing of requests; determines when to contact appropriate program staff for assistance; may assist public with program compliance questions and issues; takes messages.</li><li><b>
Administrative Procedures and Documentation.</b> Creates, revises and maintains electronic and desk manuals to document processes and job duties.</li><li><b>
Purchasing.</b> Purchase office supplies, equipment, and furnishings as directed.</li><li><b>
Workplace.</b> Actively support and respect diversity in the workplace. Works closely with the division&rsquo;s Senior Program Coordinators to keep the office running smoothly.</li><li>
Actively supports and respects diversity in the workplace.</li><li>
Performs related and other duties as assigned.
</li></ul>To view detailed information on the duties, knowledge, and abilities that may be expected for this position, please see the classification: Sr. Administrative Specialist</div><br>
<p></p>
<div><h2 class="jobSectionHeader"><b>Qualifications</b></h2></div>
<p></p><div><p>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. <b>We are most interested in finding the best candidate for the job</b>, 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.</p><p>
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.</p><p><b>
Minimum Qualifications</b></p><p>
Experience</p><p>
Three years of increasingly responsible and skilled experience in providing clerical and administrative support duties; specific program knowledge preferred.</p><p>
Education</p><p>
High school diploma or G.E.D. equivalent. Post secondary course work in office assistant or administrative assistant areas preferred.</p><p>
Background</p><p>
Must pass a background check.</p><p>
License</p>
Notary Public or ability to train and become one while employed. Training and certification will be provided by the city.</div><p></p>
<div><h2 class="jobSectionHeader"><b>Supplemental Information</b></h2></div>
<p></p><div><p><b>Community Development</b></p><p>
The Community Development division is committed to making Eugene a better place to live and work. As a part of the City&rsquo;s Planning and Development Department, the division works towards the achievement of this general goal through an array of programs focused on more specific goals, including:</p><ul><li>
Affordable rental housing development and repair</li><li>
Downtown planning and improvement</li><li>
Economic stability through living-wage job creation</li><li>
Managing federal Community Development Block Grants (CDBG) activities</li></ul><p>
In Community Development we recognize the racial injustices that impact those we serve. Our division has started a Racial Equity Literacy program for ourselves, committing time throughout each month to promote awareness and ease of dialogue about how we can improve or better include the lives of Black, Indigenous, and Communities of Color in Eugene, and transform the way we do business by seeing it through a racial equity lens.</p><p><b>
Working Conditions</b></p><p>
Work in this class is done generally in an office environment. May be required to sit, keyboard, write, hear and speak for extended periods. May be required to stand frequently for extended periods. Work includes operating a variety of office equipment. Work activities include bending, stooping, and kneeling. May be required to lift up to 25 pounds.</p><p><b>
Bilingual </b><b>Pay </b><b>Benefit</b></p><p>
Per the AFSCME contract, the City shall pay an employee an additional 5% for a required intermediate or advanced level competency. To qualify for bilingual pay, the employee must have demonstrated fluency in the required language and successfully pass a fluency examination administered by the City's Employee Resource Center division.</p><p><b>
What to Expect from our Selection Process</b></p><p>
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. <b>PLEASE NOTE:</b> Once the posting closes, the process can take 4-6 weeks to complete.</p><p><b>
Diversity, Equity, and Inclusion</b></p><p>
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.</p><p>
The City of Eugene complies with the <b>Americans with Disabilities Act of 1990</b>. Any applicant with a qualified disability under the Americans with Disabilities Act may request accommodation by contacting an employment coordinator at (541) 682-5061.</p><p>
In compliance with the <b>Immigration Reform and Control Act of 1986</b>, 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. NOTE: The City of Eugene does not participate in the E-Verify program; therefore, candidates requiring E-Verify for employment authorization will not be eligible for employment with the City.</p></div></div></div><p></p>

Senior Administrative Specialist, Limited Duration

Carewell Services

<div><p><b><i>Join the CareWell Services Southwest team as a full-time Administrative Specialist!</i></b></p>
<p><b><i>
What We Do:</i></b></p>
<p>
We promote health, independence, and choice for seniors, persons with disabilities, and caregivers. As an area agency on aging, we identify seniors&rsquo; needs and develop plans to enable older adults to maintain their independence with dignity through person-centered services. In addition, we recognize the needs of seniors and develop strategies to help older adults to maintain their independence with dignity through person-centered services.
</p><p><b><i>What We Offer:</i></b></p>
<p><b><i>
Life-Work Harmony:</i></b><b> </b>If you are seeking a career where your personal well-being is valued as much as your professional contributions, CareWell Services is the place for you. This is why we foster a supportive, hybrid culture to allow you to bring your best self to work. We offer a work environment to give you a balanced approach between personal and professional life.</p>
<p><b><i>
All-Encompassing benefits package:</i></b> Matching up to 3% for 401(k) plan (vested on day one of enrollment), three medical/dental insurance plans which includes two plans that are no cost to the employee, generous time off of 3&frac12; weeks your first year, short-term disability, a flex spending account, employer paid life insurance with the option of adding spouse and children. Thirteen paid holidays. AFLAC specialty insurance.</p><br>
<p></p>
<p><b><i>
Position Summary</i></b><b>:
</b></p><p>Provide administrative, clerical and support functions for the Agency. Duties include general clerical, receptionist, data entry, executive support, and consumer relations. Project a professional image through in-person and phone interaction.</p><p><br>
<b><i>
Essential Job Functions</i></b><b>:</b></p>
<ul>
<li>Answer multi-line phone system, triage and transfer calls to an appropriate staff member, and is comfortable using a portable headset.</li>
<li>Communicate messages to staff in a timely and effective manner.</li>
<li>Meet and greet participants and visitors to the Agency in a warm inviting professional yet respectful manner.</li>
<li>Create spreadsheets, manage databases, completes data entry, draft correspondence, reports, etc., ensuring accuracy and professionalism using various software programs.</li>
<li>Perform general clerical duties, including but not limited to photocopying, faxing, mailing, filing, distributing mail, ordering supplies, maintaining complex files, and preparing correspondence.</li>
<li>Coordinate and maintain records for administrative staff.</li>
<li>Distribute daily attendance information to the Agency and record it in the online attendance folder.</li>
<li>Provide Information and Assistance.</li>
<li>Promote Agency and community programs and resources.</li>
<li>Coordinate monthly program surveys, tabulation, and participant mailings.</li>
<li>Replenish informational brochures in racks.</li>
<li>Maintain meeting room reservations and cleanliness.</li>
<li>Schedule meetings.</li>
<li>Agency event support.</li>
<li>Maintain office equipment supplies and maintenance.</li>
<li>Maintain clean, well-organized and tidy workspace.
</li><li>Support achievement of Agency mission and vision, reflecting its work behavior values.</li>
<li>Perform other duties as assigned.</li>
</ul>
<p><b><i>Education and Experience:</i></b></p>
<ul>
<li>High School diploma required.
</li><li>Significant experience with office automation, administrative assistance and word/office processing required.
</li><li>Experience in public‑facing roles with demonstrated growth in responsibilities.</li></ul></div><p></p>

Administrative Specialist Position

Commonwealth of Kentucky

<div></div><div><div><div><div>Advertisement Closes
</div><div>3/5/2026 (7:00 PM EST)
</div></div><div><div>26-00915
</div><div>Administrative Specialist
</div></div><div><div><div>Pay Grade</div>
<div>12</div>
</div></div><div><div>Salary
</div><div>$38,093.28 Annually
</div></div><div><div>Employment Type
</div><div>EXECUTIVE BRANCH | FULL TIME | ELIGIBLE FOR OVERTIME PAY | 18A | 40.0 HR/WK
</div></div><div></div><div><div><b>Click here for more details on state employment.</b>
</div></div><div><div>Hiring Agency
</div><div>Justice &amp; Public Safety Cabinet | Department of Corrections
</div></div><div><div>Location
</div><div>80 Thomas Lane<br>
Versailles, KY 40383 USA
</div></div><div><div>Description
</div><div>Creating a better, safer Kentucky.
<br>
<br>
If you want to make a difference in your community, the Department of Corrections may have a career opportunity for you!
<br>
<br>
The Division of Probation and Parole is hiring for an Administrative Specialist. This position is primarily administrative in nature, reporting to a probation and parole assistant or district supervisor.
<br>
<br>
Responsibilities include, but are not limited to, the following:
<ul><li>Greet and check in all visitors to the office.
</li><li>Answer all incoming phone calls from offenders, offender&rsquo;s family members, public, law enforcement officials, court officials, attorneys, etc., and direct to the assigned officer.
</li><li>Responsible for all administrative support to supervisors and staff to include assigning all investigations and setting up all new cases in the offender management systems.
</li><li>Maintain a database of forms for offender and staff use.
</li><li>Scan and enter all data into Kentucky Offender Management System (KOMS) such as court orders, drug screens, court documents, officer documents, releasee reports, re-entry documents, etc.
</li><li>Receive, open, and distribute all incoming mail, email, faxes, and jail mail to specific personnel.
</li><li>Prepare stamps, labels, and envelopes for office use, as well as going to the post office or Fed Ex drop off location to ship drug tests to the lab.
</li><li>Monitor supply inventory in each office and notify district coordinator supply needs each month.
</li><li>Complete all required Department of Corrections employee training.
</li><li>Perform other duties as assigned.</li></ul>
The ideal candidate should possess the ability to work independently and with limited supervision. They should possess strong written and oral communication skills. The ideal candidate should be able to multitask. This candidate should possess the ability to adapt to the ever-changing needs of the department and division.
</div></div><div><div>Minimum Requirements
</div><div><div><b>EDUCATION:</b> Graduate of a college or university with a bachelor's degree.<br>
</div>
<br>
<div><b>EXPERIENCE, TRAINING, OR SKILLS:</b> One year of professional, administrative, or business experience.<br>
</div>
<br>
<div><b>Substitute EDUCATION for EXPERIENCE:</b> Additional education will substitute for the required experience on a year-for-year basis.<br>
</div>
<br>
<div><b>Substitute EXPERIENCE for EDUCATION:</b> Additional administrative, business, research, and/or clerical experience will substitute for the required education on a year-for-year basis.<br>
</div>
<br>
<div><b>SPECIAL REQUIREMENTS (AGE, LICENSURE, REGULATION, ETC.):</b> NONE
</div></div></div><div><div>Working Conditions
</div><div>Incumbents working in this job title primarily perform duties in an office setting.
</div></div><div><div>Probationary Period
</div><div>This job has an initial and promotional probationary period of 6 months, except as provided in KRS 18A.111.
</div></div><div><div>If you have questions about this advertisement, please contact Steve Heddleston at Steven.Heddleston@ky.gov.
</div></div><div><div>An Equal Opportunity Employer M/F/D</div></div></div></div><div></div>

Administrative Specialist

<div></div><div><div><div><div>Advertisement Closes
</div><div>3/5/2026 (7:00 PM EST)
</div></div><div><div>26-00919
</div><div>Administrative Specialist
</div></div><div><div><div>Pay Grade</div>
<div>12</div>
</div></div><div><div>Salary
</div><div>$38,093.28 Annually
</div></div><div><div>Employment Type
</div><div>EXECUTIVE BRANCH | FULL TIME | ELIGIBLE FOR OVERTIME PAY | 18A | 40.0 HR/WK
</div></div><div></div><div><div><b>Click here for more details on state employment.</b>
</div></div><div><div>Hiring Agency
</div><div>Justice &amp; Public Safety Cabinet | Department of Corrections
</div></div><div><div>Location
</div><div>2008 Mercer Road Suite 100<br>
Lexington, KY 40511 USA
</div></div><div><div>Description
</div><div>Creating a better, safer Kentucky.
<br>
<br>
If you want to make a difference in your community, the Department of Corrections may have a career opportunity for you!
<br>
<br>
The Division of Probation and Parole is hiring for an Administrative Specialist. This position is primarily administrative in nature, reporting to a probation and parole assistant or district supervisor.
<br>
<br>
Responsibilities include, but are not limited to, the following:
<ul><li>Greet and check in all visitors to the office.
</li><li>Answer all incoming phone calls from offenders, offender&rsquo;s family members, public, law enforcement officials, court officials, attorneys, etc., and direct to the assigned officer.
</li><li>Responsible for all administrative support to supervisors and staff to include assigning all investigations and setting up all new cases in the offender management systems.
</li><li>Maintain a database of forms for offender and staff use.
</li><li>Scan and enter all data into Kentucky Offender Management System (KOMS) such as court orders, drug screens, court documents, officer documents, releasee reports, re-entry documents, etc.
</li><li>Receive, open, and distribute all incoming mail, email, faxes, and jail mail to specific personnel.
</li><li>Prepare stamps, labels, and envelopes for office use, as well as going to the post office or Fed Ex drop off location to ship drug tests to the lab.
</li><li>Monitor supply inventory in each office and notify district coordinator supply needs each month.
</li><li>Complete all required Department of Corrections employee training.
</li><li>Perform other duties as assigned.</li></ul>
The ideal candidate should possess the ability to work independently and with limited supervision. They should possess strong written and oral communication skills. The ideal candidate should be able to multitask. This candidate should possess the ability to adapt to the ever-changing needs of the department and division.
</div></div><div><div>Minimum Requirements
</div><div><div><b>EDUCATION:</b> Graduate of a college or university with a bachelor's degree.<br>
</div>
<br>
<div><b>EXPERIENCE, TRAINING, OR SKILLS:</b> One year of professional, administrative, or business experience.<br>
</div>
<br>
<div><b>Substitute EDUCATION for EXPERIENCE:</b> Additional education will substitute for the required experience on a year-for-year basis.<br>
</div>
<br>
<div><b>Substitute EXPERIENCE for EDUCATION:</b> Additional administrative, business, research, and/or clerical experience will substitute for the required education on a year-for-year basis.<br>
</div>
<br>
<div><b>SPECIAL REQUIREMENTS (AGE, LICENSURE, REGULATION, ETC.):</b> NONE
</div></div></div><div><div>Working Conditions
</div><div>Incumbents working in this job title primarily perform duties in an office setting.
</div></div><div><div>Probationary Period
</div><div>This job has an initial and promotional probationary period of 6 months, except as provided in KRS 18A.111.
</div></div><div><div>If you have questions about this advertisement, please contact Joshua King at JoshuaA.King@ky.gov.
</div></div><div><div>An Equal Opportunity Employer M/F/D</div></div></div></div><div></div>

Five Rivers Metro Parks

<div><div><div><h2 class="jobSectionHeader"><b>Position Description</b></h2></div>
<p></p><div><p>An Administrative Specialist works under the general supervision of a supervisor, communicates policies or procedures to staff and has input into planning and policy development. Work requires considerable analytical skill and the ability to plan and coordinate tasks.</p><p>
The Administrative Specialist is distinguished from the Administrative Assistant by having greater responsibility in a majority of assigned duties including composition, budget, and lead responsibility.</p></div><p></p>
<div><h2 class="jobSectionHeader"><b>Duties/Responsibilities</b></h2></div>
<p></p><div><p><b><i>To perform this job successfully, an individual must perform essential duties to expected performance standards. Reasonable accommodations are made as required for persons with disabilities as defined under the Americans with Disabilities Act.</i></b></p><ul><li>
Maintains effective public relations with park visitors, general public, and others by providing information and answering questions.</li><li>
Performs various administrative duties in support of assigned area(s) operations.</li><li>
Maintains confidentiality of sensitive records and information.</li><li>
Maintains asset records. Enters new items that are purchased or donated, as well as labels assets.</li><li>
Works assigned schedule, exhibits regular and punctual attendance and works outside of normal schedule as required.</li><li>
Processes bills and invoices for payment; and prepares and transmits a variety of financial documents and maintains record of financial transactions. In collaboration with accounts payable communicates with vendors to resolve errors and discrepancies.</li></ul><ul><li>
Develops budget recommendations and justification for a supervisor; analyzes and interprets budget and financial data; maintains department program budget records; verifies expenditures and codes to appropriate account; recommends and processes transfer of funds between budget categories; requests or initiates journal entries to correct or adjust charges against accounts; develops and monitors budgets for grants.</li><li>
Gathers information, compiles data, calculates descriptive statistics and prepares required reports of department or program activities; prepares annual state or federal reports; plans and carries out special projects for supervisor.</li><li><p>
Provides service to the public by responding to questions, offering assistance, and providing information. Collaborates internally, within, and across departmental boundaries, to provide information and service to others in the organization to contribute to the effective operation of the agency and all staff.</p></li><li><p>
Performs other duties as assigned</p></li><li>
Responsibilities may vary when assigned to different departments, but the essential duty of providing administrative and clerical support will remain the same. The following are examples of different responsibilities when assigned to different areas:</li></ul><div><b><br>
When assigned to Operations:</b></div><ul><li>
Works with user groups and event committees with detailed knowledge of facilities to assist with processing event permits, insurance requirements, maps and other related documents.</li><li>
Serves as a liaison with other departments and outside agencies, and explains policies when necessary.</li><li>
Maintains an internal department calendar of events, programs, meetings, rentals, trainings, staff vacations and functions.</li><li>
Enters and reviews data for the Task Analysis and cost of service spreadsheets. Updates and maintains the Park Services SharePoint site including creating new lists, documents, calendars, and making other web changes.</li><li>
Assists in preparation and analysis of annual budget for the Operations area, including compiling data, making revenue projections; monitors and tracks expenditures monthly. Assists with maintaining equipment and vehicles for Operations in the Asset Management System.</li><li>
Performs procurement, bidding and bid tabulations, and works with vendors for the purchase of equipment, uniforms, supplies, and printing services under established guidelines.</li></ul><p></p><p><b><br>
When assigned to Public Safety:</b></p><ul><li>
Assists in documenting, scheduling, and reporting (as required) law enforcement related training, including state-mandated and other annual training.</li><li>
Assists with collecting evidence of compliance and other documentation for best practices certification programs such as CAPRA and the Ohio Collaborative.</li><li>
Assist with LEADS/CJIS requirements, audits (every 3 years) updates, testing and re-certification every two (2) years, or as needed, for new rangers and some other FRMP employees.</li><li>
Assists with fulfilling and documenting open records requests from the public, media, defense attorneys, prosecutors, and citizens. This may include cruiser video, body-worn camera video, and related written reports and photographic evidence.</li><li>
Assists in data entry into the FBI&rsquo;s National Incident-Based Reporting System.</li><li>
Assists in expunging/sealing records that have been ordered expunged/sealed by the courts.</li><li>
Assists in the process of utilizing GovDeals online auction site to sell Public Safety cruisers/vehicles that have been decommissioned.</li><li>
Maintain strict confidentiality and integrity when handling information related to a criminal case, employment background investigations, personnel files, and/or other sensitive information.</li><li>
Maintain compliance with all Law Enforcement Automated Data System (LEADS), Criminal Justice Information System (CJIS), and Ohio Law Enforcement Gateway (OHLEG) security policies and procedures.</li></ul><p></p><div><b><br>
When assigned to Planning and Projects:</b></div><ul><li>
Maintains various databases, records and files. Enters data into recordkeeping systems, and prepares reports pertinent to and in support of the department&rsquo;s operations.</li><li>
Assists in project bidding and award: processes bid documents, appropriates project funding, processes addenda, conducts public bid openings, records evaluation of bidders and selection of the successful bidder, processes project initiation documents.</li><li>
Develops, manages, and archives land and facility record documents, in GIS and other formats, such as acquisition records; property covenants, grant records and obligations, restrictions and requirements; property information; building permits, site survey drawings, construction drawings and specifications and project construction records.</li><li>
Ensures prevailing wage compliance: reviews wage rate reports and affidavits for prevailing wage rate construction projects; conducts on-site prevailing wage interviews; tracks wage determinations.</li><li>
Assists in grant application and tracking: gathers information, compiles applications, processes reimbursement requests and grant close-out, and tracks grant performance.</li><li>
Collects, develops, maintains, and submits documentation and reports required by public and private agencies for the purpose of meeting regulatory and grant requirements.</li><li>
Assists with project financial tracking: maintains project budget data; works with Finance to appropriate funds; processes contracts, purchase orders and change orders; assists with review and approval of vendor, consultant, and contractor invoices and other required contract documents.</li></ul><div><b>
When Assigned to Administration:</b></div><ul><li>
Serves as a liaison with other departments and outside agencies, and explains policies when necessary.</li><li>
Maintains an internal department calendar of regulatory filings including federal and state reports.</li><li>
Assists in preparation and analysis of annual budget for the Administration area, including compiling data, monitors and tracks expenditures monthly.</li><li>
Performs procurement, bidding and bid tabulations, and works with vendors for the purchase of equipment, uniforms, supplies, and printing services under established guidelines.</li><li>
Assists with managing records and adhering to records retention schedule. Files paperwork as needed.</li><li>
Assist with grants management and tracking.</li></ul><div><b>
When assigned to Philanthropy:</b></div><ul><li>
Enter and maintain accurate donor records for gifts, pledges, and payments; generate timely acknowledgments and thank-you letters.</li><li>
Monitor pledge schedules and support donor follow-up and inquiries.</li><li>
Assist with stewardship tracking, donor recognition, and philanthropy reporting.</li><li>
Maintain accurate documentation to support audits, grant reporting, and compliance.</li><li>
Coordinate board and committee meeting logistics, including scheduling, materials, and records.</li><li>
Manage donor reports, mailing lists, and data integrity for campaigns and communications.</li><li>
Support newsletters, social media, and website updates.</li><li>
Assist with event coordination, guest tracking, and on-site support.</li><li>
Track philanthropy deadlines and provide general administrative support as needed.</li></ul></div><br>
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<div><h2 class="jobSectionHeader"><b>Minimum Qualifications</b></h2></div>
<p></p><div><p><b><i>To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. A combination of appropriate education, training, course work and experience may qualify an applicant to demonstrate required knowledge, skills, and abilities. An example of an acceptable qualification is:</i></b></p><div><ul><li>
Associate&rsquo;s degree in administrative assisting, accounting, general business or a closely related field.</li><li>
Six years of experience providing progressively responsible administrative support.</li><li>
Willingness and ability to work occasional evenings and weekends as needed.</li><li><p>
Valid Driver&rsquo;s License which meets Five Rivers MetroParks&rsquo; insurance carrier guidelines.</p></li></ul></div></div><p></p>
<div><h2 class="jobSectionHeader"><b>Additional Information</b></h2></div>
<div><p>Candidates must successfully complete a criminal background check and drug screening prior to employment</p></div></div></div>

Superior Communication Services

<p>Are you a travel pro who knows that the best flight isn't always a simple round trip? Do you enjoy the &quot;hunt&quot; for the most efficient and cost effective logistics? If so, you may be the perfect fit for our Travel and Administrative Specialist role.</p><p>We're looking for a Travel and Administrative Specialist to take our travel operations to the next level. In this role, you'll be our lead travel strategist. We need someone who looks at the big picture, finds the hidden savings, and We need someone who looks at the big picture and finds the hidden savings. The ideal candidate is a forward thinking problem solver who refines the booking process with ease, anticipating needs, eliminating pain points early, and ensuring every trip feels seamless for our team.</p><p><b>Key Responsibilities</b></p><p><b>Travel Coordination (Primary Function)</b></p><ul><li>Coordinate all national travel arrangements, including flights, hotels, transportation, and itineraries.</li><li>Compare routes, fares, and schedules to identify the most cost effective and efficient travel options.</li><li>Anticipate travel needs, prevent common issues, and ensure every trip runs smoothly.</li></ul><p><b>Administrative Support</b></p><ul><li>Manage and track the full lifecycle of credentials, certifications, and compliance documentation.</li><li>Maintain accurate administrative records, including data entry, filing, proofreading, and document organization.</li><li>Coordinate calendar scheduling, appointments, meetings, and travel timelines for team members.</li><li>Provide exceptional internal and external customer support via phone, email, and in person.</li></ul><p><b>Office &amp; Operations Management</b></p><ul><li>Oversee office inventory, supplies, and equipment maintenance to keep operations running efficiently.</li><li>Support accounting activities such as expense tracking and bookkeeping (QuickBooks experience a plus).</li><li>Assist with employee engagement initiatives and general office activities.</li><li>Utilize Microsoft Office, SharePoint, and related tools to maintain an organized workspace.</li></ul><p><b>Qualifications</b></p><ul><li>Proven experience in complex or national travel coordination.</li><li>Strong administrative or office management background.</li><li>Excellent attention to detail, missing TSA numbers or letting certifications expire is <i>not</i> in your vocabulary.</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and strong computer literacy.</li><li>Exceptional communication skills and professional phone etiquette (experience with multi-line systems preferred).</li><li>Experience with QuickBooks or similar bookkeeping software is preferred but not required.</li><li>Highly organized with the ability to prioritize multiple tasks and manage time effectively.</li><li>A process minded, efficiency driven mindset: you&rsquo;re always looking for better, faster, smarter ways to do things.</li></ul><p><b>Why You&rsquo;ll Love This Role</b></p><p>This position is perfect for someone who thrives in a fast paced environment, enjoys solving logistical challenges, and takes pride in creating seamless processes. You&rsquo;ll have a direct impact on the daily operations of our team, ensuring efficiency, accuracy, and smooth travel experiences across the organization.</p><p>Bring your energy, precision, and organizational talent, and help us elevate our travel and administrative operations!</p><p>Pay: $20.00 - $28.00 per hour</p><p>Work Location: In person</p>

Travel and Administrative Specialist

State of Delaware

<div><div>Join our team as an Administrative Specialist and play a key role in keeping our operations running smoothly. You&rsquo;ll coordinate schedules, manage documents and databases, support leadership with reporting, and serve as a trusted liaison for staff and partners. This role is perfect for a detail‑driven, tech‑savvy professional who thrives in a structured environment, delivers excellent customer service, and takes pride in maintaining organized, compliant, and efficient office workflows.
</div><h2 class="jobSectionHeader"><b>Essential Functions</b></h2>
<div><div>Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.</div><div><br>
</div><div><ul><li>Serves as a liaison with internal and external contacts, customers, clients, and/or the public to coordinate various activities, respond to inquiries, and provide guidance and consultation on administrative matters.</li><br>
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<li>Creates formatted documents, generates and shares presentations, manages schedules, develops and manages spreadsheets, assists in maintaining policies, procedures, guidelines, or training manuals, and maintains information in databases.</li><br>
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<li>Delivers excellent customer service in-person, electronically, or by written communication.</li><br>
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<li>Applies and explains agency services, laws, rules, regulations, standards, policies, and procedures.</li><br>
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<li>Creates and maintains a variety of record-keeping systems or logs to file, track, and retrieve documents or other information and ensures records are maintained in compliance with retention schedules.</li><br>
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<li>Assists higher-level staff with decision making and monitoring of key operational/program indicators by collecting/organizing data, preparing reports, supporting performance tracking and dashboard maintenance, or performing related support work.</li><br>
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<li>Reviews, processes, and evaluates information for completeness, accuracy, and conformity with applicable laws, rules, and regulations. Resolves discrepancies, deficiencies in information, or other issues.</li><br>
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<li>Drafts, manages, and distributes communications and other materials for public and/or internal use.</li><br>
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<li>Coordinates administrative elements of projects including tracking timelines, scheduling, documenting progress, and facilitating communication between team members.</li><br>
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<li>Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.</li><br>
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<li>Orders and maintains office supplies and equipment.</li><br>
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<li>Plans and coordinates meetings, hearings, or conferences and makes travel arrangements.</li><br>
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<li>May approve or recommend approval/denial of requests/information within established standards and guidelines.</li><br>
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<li>Performs other related duties as required.</li>
</ul></div></div><h2 class="jobSectionHeader"><b>Job Requirements</b></h2>
<div><div><b>JOB REQUIREMENTS for Administrative Specialist</b></div>
<div>
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:</div>
<div></div>
<div></div><div><ul><li>One year of experience in performing office support work such as drafting routine correspondence, reports, or logs, operating office equipment, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages, or maintaining files and supplies.</li></ul>
<ul><li>One year of experience in document processing such as reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies, and procedures, resolving deficiencies, and tracking and monitoring activities.</li></ul>
<ul><li>One year of experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.</li></ul>
<ul><li>Six months&rsquo; experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
 </li></ul></div><p></p><div><b>OR</b></div><br>
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</div><div><ul><li>Possession of an Associate&rsquo;s degree or higher.</li></ul>
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</div><p></p><h2 class="jobSectionHeader"><b>Conditions of Hire</b></h2>
<div><p>Applicants must be legally authorized to work in the United States. The State of Delaware Executive Branch participates in the Federal E-Verify system where the State will provide the federal government with each new hires Form I-9 information to confirm that you are authorized to work in the U.S. For more information refer to our job seeker resources.</p>
<p></p>
<p>All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment. Sessions are held at designated locations in Kent or New Castle County.</p>
</div><h2 class="jobSectionHeader"><b>Benefits</b></h2>
<div><p>To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/</p>
</div><h2 class="jobSectionHeader"><b>Selection Process</b></h2>
<div><p>The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position. It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties. For education and training, list name of educational provider, training course titles and summary of course content. Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as it relates to the job requirements.</p>
<p></p>
<p>Once you have submitted your application on-line, all future correspondence related to your application will be sent via email. Please keep your contact information current. You may also view all correspondence sent to you by the State of Delaware in the &ldquo;My Applications&rdquo; tab at StateJobs.Delaware.gov.</p>
</div><h2 class="jobSectionHeader"><b>Accommodations</b></h2>
<div><p>Accommodations are available for applicants with disabilities in all phases of the application and employment process. TDD users may request an auxiliary aid or service by calling (800) 232-5470 or by visiting delawarerelay.com. You may also call (302) 739-5458 or email DHR_ADAConcerns@delaware.gov for additional applicant services support.</p>
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The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.</p></div></div>

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