Administrative Specialist

Administrative Specialist

Salary

$67,104.47 - $85,644.19 Annually

Location

City Hall, 411 W. 8th Street, Medford, OR

Job Type

Full-Time (with benefits)

Job Number

2026-20414-01

Department

Finance

Division

Finance

Opening Date

06/15/2026

Closing Date

6/22/2026 11:59 PM Pacific

Bargaining Unit

Non-Represented & Management

• Description
• Benefits
• Questions

Summary

Discover Medford: Employment, Applicant Support, and Benefits within Our Vibrant City

Support the financial work that helps keep City services moving. The City of Medford is looking for an Administrative Specialist to provide advanced administrative, financial, and confidential support within the Finance Department. This role is ideal for someone who enjoys variety, accuracy, organization, and meaningful work that supports departments across the City.

In this role, you will support a variety of important Finance functions, including financial reporting, budget and audit processes, committee coordination, purchase order review, records management, and more. If you are detail-oriented, service-minded, and ready to contribute to work that impacts the entire organization, we encourage you to apply!

Required Education and Experience:

• High school diploma or GED equivalent; and
• Four (4) years of progressively responsible administrative experience that includes frequent communication with customers, or the public, requiring strong service-oriented skills.
• Bachelor's degree in business management, business administration, public administration, or other specific area of study as deemed applicable may substitute for the two (2) years of experience.

Preferred Qualifications:

• Experience supporting budget development, budget tracking, or departmental budget administration.
• Experience preparing, reviewing, or formatting financial reports, spreadsheets, and supporting documentation with a high level of accuracy and confidentiality.
• Proficiency with Excel at an intermediate or advanced level, including formulas, pivot tables, filtering, reconciliation, and report preparation.

Available Schedule:

• 8 hours daily, Monday - Friday
• Potential opportunity for alternate schedule after the first 90-days:
• 9-80 (nine-hour workdays with a three-day weekend every other week)

Compensation & Information on Benefits

This position is part of the Non-Represented employee group.

Learn more about our benefits HERE.

Potential upcoming pay increase: Pending City Council approval, this position is proposed to receive a 3% cost-of-living adjustment effective July 1, 2026.

The anticipated hiring range for the Administrative Specialist position is $32.26 (first step) to $33.87 or $35.57 (second or third step). The City of Medford determines starting pay based on an evaluation of relevant education, experience, and qualifications as provided by the applicant in their application materials, alongside others who perform work of comparable character consistent with the Oregon Equal Pay Act. Six steps are included in this salary range, allowing opportunity for annual movement through the steps.

Healthcare Benefits:

• Medical, vision and dental benefits for employee and family, paid at 100% by the City with the opportunity to buy-up to a lower deductible plan
• Life and Accidental Death and Dismemberment insurance - policy value of $50,000 paid by the City
• Long-term disability insurance provided by the City
• Health Reimbursement Account (HRA-VEBA) contributions provided by the City

Retirement Benefits:

• Oregon Public Employee Retirement System (PERS) lifetime pension after retirement at no cost to employee
• PERS is 100% fully paid as the City pays both the employer and the employee's (6%) contributions
• Deferred Compensation retirement plan (Section 457 Plan) for employees retirement planning

Additional Benefits:

• Paid vacation, sick leave, and holidays
• Employee Assistance Program (EAP)
• The City's Wellness Program promotes physical, social, emotional, intellectual, financial and environmental wellness with various goals and challenges to participate in throughout the year. Employees may qualify for wellness incentives by completing milestones set within the program up to $200 annually
• Access to the Citys fully equipped fitness center 24/7

Examples of Job Duties

Essential Functions of the Position:

• Oversees various financial responsibilities, including preparing various financial reports for all departments, collecting documentation for the annual audit, and preparing information needed for grant reporting.
• Compiles, analyzes, and reviews the City's biennial budget.
• Prepares and schedules Budget Committee, Budget Stabilization Committee, Finance Committee, and Audit Committee meetings with staff and committee members, prepares and distributes agendas, attends meetings, takes and distributes minutes, etc.
• Reviews purchase order requisitions from all departments, collects and confirms vendor information, and compares invoiced amounts to purchase orders.
• Verifies Finance employee's work hours, leave usage, and overtime, and submits payroll information for timely processing.
• Uses prescribed procedures to process, distribute, record and destroy sensitive information and records; maintains and coordinates records retention activities.
• Responds to requests for information from the public, internal departments, and employees, including calls, correspondence, customer service interaction, distributing mail, etc.
• Prepares and distributes public hearing notices.
• Reviews and works with confidential information.
• Performs administrative duties, processing mail, filing, processes training requests, travel expenses, etc.
• Completes designated job tasks, special projects, and all other duties as assigned to meet team, department, and City goals while working cooperatively, efficiently, and productively in a team environment.
• Actively demonstrates high levels of employee engagement, accountability, coachability, and responsibility for personal performance and results.
• Demonstrates initiative to incorporate and implement learning principles from informal and formal training, as well as feedback from leaders and co-workers.
• May be required to drive to attend off-site meetings and perform work-related errands.
• The scope of the assigned responsibilities may vary based on departmental structure and at the discretion of the Department Director or designee.

Other Functions of the Position:

• May be responsible for assisting staff with workload, directing tasks, training, etc.
• Prepares and schedules meetings with staff.
• Reviews and works with confidential documentation.
• Approaches training opportunities with active engagement and curiosity, while learning and exhibiting understanding of City policies, protocols, and performance expectations.
• Pursues professional development opportunities to add value to the city, including learning, adopting, and quickly adapting to new techniques, technologies, and industry practices.
• Actively demonstrates accountability and responsibility for both work product results and the impact behaviors and decisions may have on the ability of others to do their jobs well.
• Receives, interprets, and implements job-related instruction, guidance, coaching, and training (both formal and informal) while progressively improving skills and overall success in performing assigned duties. When issues of poor performance or negative behaviors are raised, incorporate feedback in a constructive manner that demonstrates understanding of the concern and an ability and willingness to achieve the required consistent and sustained improvement.
• Performs other duties as assigned to support the overall function of the department and organizational goals.
• Demonstrates regular, reliable, and punctual attendance.
• Upholds the values of the organization and has strong customer service orientation.
• Handles job stress and interacts effectively with others in the workplace.
• Fosters an environment that embraces diversity, integrity, trust, and respect.
• Is an integral team player, which involves flexibility, cooperation, and communication.

Competencies:

Active Listening - Effective performers offer their full attention when others speak. They listen actively, giving verbal and nonverbal cues of interest. When the speaker has finished, they paraphrase what was said to ensure understanding.

Communicativeness -Effective performers recognize the essential value of continuous information exchange. They actively seek information from a variety of sources and disseminate it in a variety of ways. They use modern technologies to access and circulate information. They take responsibility for ensuring that their peers and supervisors have the current and accurate information needed for success.

Customer Orientation - Effective performers attend to customers in a timely manner. They view the organization through the eyes of the customer and go out of their way to anticipate and meet customer needs. They continually seek information and understanding regarding market trends.

Technology Savvy - Effective performers use technology to be successful int their organizational role. They value technology and understand the necessity of leveraging it to stay productive and competitive. They are proactive in investigating and adopting new technologies to achieve competitive advantage.

Team Player - Effective performers are team oriented. They identify with the larger organizational team and their role within it. They share resources, respond to requests from other parts of the organization, and support larger legitimate organizational agendas as more important than local or personal goals.

Work Environment & Physical Demands:

This position requires inside, office desk work that includes exposure to regular office noise and distractions, adequate lighting, and regulated HVAC systems in relation to temperature. This environment may also include interactions with the public.

To perform this job successfully, an individual must be able to accomplish each of the essential job functions satisfactorily. This position involves extended periods of sitting and standing, with occasional walking, crouching, bending, stooping, twisting, turning, and balancing. The employee is regularly required to operate a variety of automated office machines which include a computer, printer, copy machine, calculator, telephone, etc.

Supplemental Information

IMPORTANT (Please read):

• It is important your application shows all the relevant experience you possess.
• Applications may be rejected if incomplete.
• Resumes will not be accepted in lieu of an online application; an application will be considered incomplete with a "see resume" response.
• Please complete the application and answer the supplemental questions thoroughly to ensure our subject matter experts can appropriately evaluate your experience as we compare applicants.

How to Apply:

• Applications are only accepted online and must be received by the posted closing date/time.
• Selection procedures and timelines subject to change.
• Those selected must be able to provide proof of legal right to work in this country.

Use of AI-Generated Content in Employment Applications

Employment with the City of Medford can be competitive, often there are many qualified applicants for each open position. We want to see application materials that reflect an applicant's unique personality and that accurately reflect their experience. The use of AI-generated content to complete employment applications and/or supplemental questions is discouraged and may result in disqualification. Each submission will be verified for originality and authenticity. However, AI tools for grammar checking and resume formatting are permitted.

Hiring will be subject to successful completion of the following:

• Criminal history background investigation
• Favorable driving record
• Clear drug screen following federal law
• Professional reference check

Questions or Assistance:

• If you have questions about the job posting, please contact the Human Resources department at (541) 774-2014.
• For technical assistance completing your online application, please contact Government Jobs at (855) 524-5627.
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VETERANS PREFERENCE:

Qualifying veterans and disabled veterans may obtain preference during the hiring and/or promotional selection process. As verification of eligibility, a Discharge from Active Duty (DD Form 214 or 215) must be uploaded with the online employment application. Disabled veterans must also upload a copy of the veterans disability preference letter from the U.S. Department of Veterans Affairs unless the information is included in the DD Form 214 or 215.

EQUAL OPPORTUNITY EMPLOYMENT:

The City of Medford is proud to be an equal opportunity employer. We do not discriminate based upon race, religion, color, national origin, marital status, sexual orientation, gender identity, gender expression, age, ancestry, status as a protected veteran, physical or mental disability, medical condition, pregnancy, genetic information, or any other status protected under federal, state, or local law.

ADA:

The City of Medford complies with the Americans with Disabilities Act. If you consider yourself disabled and require assistance in the application process, please contact (541) 774-2074 or email: ada@cityofmedford.org.

The City of Medford offers an excellent total comprehensive benefit package to all full-time employees.

This position is part of the non-represented employee group. Please visit our Employee Benefits webpage for more details.

01

Are you a current or former servicemember of the Oregon National Guard and seeking consideration for Veterans' Preference in this recruitment? Reminder: If yes, you must upload documentation verifying Oregon National Guard service (e.g., DD214 or NGB Form 22 showing an HONORABLE discharge or release, or other state recognized documentation confirming Oregon National Guard service) by the recruitment closing date

02

The City recognizes the existence and potential benefits of AI tools in assisting with responses to supplemental questions. However, it is important to note that these tools should not be utilized as the primary source for such responses. Applicants are encouraged to rely on their own experiences, insights, and understanding to ensure authenticity and personalization in their submissions. By initialing below, I acknowledge that any reliance on AI to formulate my responses beyond a supplementary role may result in my disqualification from advancing in the selection process.

03

Describe why you are interested in this position and how your life or work experiences have prepared you for this role.

04

Describe your experience assisting with the preparation, tracking, and administration of departmental or program budgets in a public-sector or similarly regulated environment. Include your role in compiling budget requests, monitoring expenditures, preparing budget status reports, and ensuring transactions were tracked accurately against budget line items.

05

Describe your experience supporting financial transactions such as accounts payable, accounts receivable, cashiering, payroll support, or purchase order processing. Include the systems you used, the types of records you handled, and your specific responsibilities.

06

Describe your experience supporting financial reporting activities. In your response, include the types of reports you prepared or assisted with, the systems or software used, your role in compiling and validating data, and any experience reconciling figures, researching discrepancies, or maintaining supporting documentation.

Required Question

Employer City of Medford (Oregon)

Address 411 W. 8th St., Room 110

Medford, Oregon, 97501

Phone (541) 774-2010

Website https://www.medfordoregon.gov