Administrative Support Specialist

The City of Bend is accepting applications for one (1) regular, full-time Administrative Support Specialist in the Public Works Department. This is an hourly, non-exempt (overtime eligible) position represented by the City of Bend Employee Association (COBEA). The City may use this job posting to create an eligibility list for future hiring purposes. Please review the entire job posting, including the application requirements at the end.

Public Works plays a critical role in maintaining the infrastructure and services that residents rely on every day. From clean drinking water and wastewater treatment to streets, transportation systems, engineering projects, stormwater management, and fleet operations, Public Works helps keep Bend safe, functional, and prepared for future growth. As an Administrative Support Specialist, you will be an important member of a team that supports these essential services behind the scenes.

In this role, you'll provide administrative support to division staff, supervisors, and managers while acting as a resource for employees, contractors, vendors, and community members. No two days are exactly alike. You may assist with customer inquiries, coordinate meetings and training activities, process invoices and purchasing documents, maintain records, prepare reports and communications, support operational programs, and help ensure department information remains accurate and organized.

This position is ideal for someone who enjoys balancing customer service, organization, and problem-solving. The successful candidate will have the opportunity to contribute to process improvements, support meaningful public infrastructure work, and help ensure the Public Works Department operates efficiently and effectively in service to the Bend community.

Classification Framework: Administrative Support Specialist

The following duties are a sample of major duties performed in this role and not intended to be an exhaustive list.

• Provide administrative support to Public Works divisions, supervisors, managers, and operational staff.
• Serve as a point of contact for employees, community members, contractors, consultants, and vendors by phone, email, and in person.
• Prepare, review, edit, and distribute correspondence, reports, meeting materials, presentations, and other documents.
• Coordinate meetings, training activities, calendars, schedules, and department events.
• Process invoices, purchase orders, requisitions, procurement documents, and other financial or operational records.
• Maintain department records, databases, files, and tracking systems in accordance with records retention requirements.
• Assist with timesheet processing, personnel-related transactions, and other administrative workflows.
• Research information and compile data for reports, projects, and operational decision-making.
• Support public-facing programs and initiatives by providing accurate information and responding to routine inquiries.
• Identify opportunities to improve administrative processes, recordkeeping practices, and customer service delivery.

We're looking for someone who is organized, dependable, and customer-focused, with a strong attention to detail and the ability to manage multiple priorities in a fast-paced environment. Highly qualified candidates will have working knowledge of administrative office practices, records management, public sector operations, and business software applications, and will bring skills in communication, organization, problem-solving, customer service, and process improvement.

The ideal candidate enjoys supporting a diverse team, exercising independent judgment within established procedures, and building positive working relationships with employees and external stakeholders. Success in this role requires professionalism, discretion, adaptability, and the ability to communicate effectively with a wide variety of audiences.

Candidates who meet the listed minimum qualifications, including an equivalent combination of education and experience, will be considered for an interview. Please ensure your application includes information about your education, relevant paid and unpaid work experience, and applicable licenses and certifications. Avoid referencing your resume in the job duties section of the application.

• High School Diploma, GED, or equivalent; AND
• Three (3) years of progressively responsible administrative support, office coordination, customer service, records management, financial processing, or related experience; OR
• An equivalent combination of education and experience sufficient to successfully perform the essential duties of the position.

• Experience supporting Public Works, Utilities, Engineering, Transportation, Construction, Fleet, or other municipal operations.
• Experience working in local government or another public sector environment.
• Experience processing invoices, purchase orders, procurement documents, or budget-related transactions.
• Advanced proficiency with Microsoft Office Suite, including Excel, Outlook, Word, Teams, and SharePoint.
• Experience preparing meeting agendas, minutes, reports, and public-facing communications.
• Familiarity with public records retention requirements and records management practices.