Administrative Assistant

At Quantum Recruiters we focus intently on providing talent to leading employers throughout the Pacific Northwest. We are proud to partner with the City of Eugene to fill a contract Administrative Assistant role on the Community Development Prosperity team.

This is a full time position that will last 4-6 months!

Performs a variety of skilled clerical duties involving administrative support activities, which require an understanding of specific departmental or program policies, procedures, and processes, and considerable customer service skills. Duties involve frequently standardized activities within clearly defined procedures and a more limited scope of independent decision-making under general guidance primarily from lead staff.

Duties may include, but are not limited to, the following:

• Schedules and sets-up appointments and meetings, reserves conference rooms and vehicles, and makes travel arrangements as instructed; provides logistical support to staff by monitoring staff location and calendars.
• Performs data entry into financial systems; routes invoices for payment approval; receives on Purchase Orders; picks-up checks from finance on a weekly basis.
• Mailings for interdepartmental and external; coordinates materials for large mailings; prepares and distributes materials.
• Routing documents for signatures, council packets, and interdepartmental communications.
• Meeting preparations; attend meetings of various City boards, commissions, and other governmental agencies and records proceedings; scheduling and preparation; compiles materials, scheduling, room reservations; and compile meeting agendas. Point of contact and host various medias platforms.
• Drafts minutes of meetings from original records according to City standards; reviews drafts of minutes for accuracy and clarity prior to final processing.
• Enters and retrieves data from computer systems; maintains routine insurance spreadsheet.
• Scan and maintain manual and electronic filing systems; research files & records for information; Archive documents; Index, catalog, scan, & file program files.
• Operates a variety of standard office equipment
• Provide Community Development event and public meeting assistance
• Actively support and respect diversity in the workplace

QUALIFICATIONS

Knowledge of:

• Office practices, procedures and equipment; principles and practices of customer service and general office operations
• Business math; using established formulas
• English grammar, spelling and usage; proof-reading, punctuation
• MS Office Suite
• Basic knowledge of accounts payable

Ability to:

• Communicate effectively with other employees and the general public effectively and professionally
• Establish effective working relationships with coworkers and other employees.
• Understand and execute oral and written instructions, policies and procedures
• Maintain accurate filing and recordkeeping systems
• Operate a variety of office equipment and standard personal computer software applications
• Work with a high degree of accuracy and attention to detail to meet deadlines
• Learn new skills and new processes as required
• Handle confidential information with tact and discretion

Experience:

• 1 year of general office experience desirable
• High school diploma or G.E.D. equivalent

Please submit your resume for immediate consideration.  All inquiries kept strictly confidential.